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Material Requisitions#

Ametnes Construction Management

Tier: Premium, Enterprise
Offering: Ametnes Managed
Industry: Construction, Manufacturing

Material Requisitions enable employees and departments to request materials needed for construction projects. The system manages the entire requisition workflow from request to approval to procurement.

Overview#

Material Requisitions streamline the process of:

  • Requesting materials for construction activities
  • Departmental approval workflows
  • Vendor selection and purchase order creation
  • Material delivery and receipt tracking
  • Inventory management integration

Access Control and Permissions#

User Roles#

Before using material requisitions, configure user permissions:

  1. Navigate to Settings → Users & Companies → Users.
  2. Select the user to configure.
  3. Enable appropriate access:
  4. Purchase Requisition User: Can create and manage requisitions
  5. Purchase Requisition Department Manager: Can approve department requisitions Construction

Department Configuration#

Configure departments for requisition management:

  1. Go to Settings → Users & Companies → Departments.
  2. Open the department form.
  3. In Purchase Requisitions Settings tab:
  4. Source Location: Where materials will come from
  5. Destination Location: Where materials will be delivered

Creating a Material Requisition#

Step 1: Access Requisitions#

  1. Navigate to Requisitions → Purchase Requisitions.
  2. Click Create to start a new requisition.

Step 2: Enter Requisition Details#

  1. Requisition Number: Auto-generated
  2. Date: Requisition date
  3. Department: Your department (auto-filled)
  4. Project: Link to construction project (optional)
  5. Work Package: Link to specific work package (optional)
  6. Description: Purpose or notes

Step 3: Add Requisition Lines#

For each material needed:

  1. Product: Select from inventory catalog
  2. Description: Material description
  3. Quantity: Required quantity
  4. Unit of Measure: Appropriate unit
  5. Requested Date: When material is needed
  6. Notes: Additional information Construction

Step 4: Confirm Requisition#

  1. Review all entries.
  2. Click Confirm.
  3. Status changes from New to Waiting Department Approval. Construction

Requisition Workflow#

Stage 1: Employee Confirmation#

  • Employee creates and confirms requisition
  • Status: Waiting Department Approval
  • Sent to department manager for review

Stage 2: Department Manager Approval#

  1. Department manager receives notification.
  2. Reviews requisition details.
  3. Options:
  4. Approve: Status → Waiting User Approved
  5. Reject: Provide reason, status → Rejected
  6. Request Changes: Return to employee

Stage 3: Requisition Head Approval#

  1. Requisition head reviews approved requisitions.
  2. Options:
  3. Approve: Status → Approved
  4. Reject: Provide reason
  5. After approval, can create:
  6. Purchase Orders (for external procurement)
  7. Internal Picking (for internal transfers)

Stage 4: Purchase Order Creation#

  1. From approved requisition, click Create Purchase Order.
  2. Purchase Order Wizard opens:
  3. Select vendors for each material
  4. Review quantities and prices
  5. Confirm vendor selections
  6. System generates purchase orders automatically.

Stage 5: Internal Picking (Alternative)#

For materials available internally:

  1. Click Create Internal Picking.
  2. Select source and destination locations.
  3. Generate internal transfer document.

Stage 6: Receipt#

  1. When materials arrive, click Received.
  2. Status changes to Received.
  3. Update inventory records.
  4. Link to delivery orders or purchase receipts.

Requisition Information#

Tracking Details#

View comprehensive requisition information:

  • Confirmed By: Employee who confirmed
  • Confirmed Date: Confirmation timestamp
  • Approved By: Manager who approved
  • Approved Date: Approval timestamp
  • Rejected By: Person who rejected (if applicable)
  • Rejected Date: Rejection timestamp
  • Rejection Reason: Explanation for rejection

Access related documents:

  • Purchase Orders: Created from this requisition
  • Internal Pickings: Internal transfers created
  • Delivery Orders: Material deliveries
  • Invoices: Vendor invoices

Requisition Reports#

Generate reports for:

  • Requisition Status: Current status of all requisitions
  • Approval History: Complete approval trail
  • Material Requests: Summary by material type
  • Department Summary: Requisitions by department
  • Cost Analysis: Estimated costs per requisition

Best Practices#

  1. Plan Ahead: Create requisitions well before materials are needed.
  2. Be Specific: Provide clear descriptions and quantities.
  3. Link to Projects: Always link requisitions to projects/work packages.
  4. Follow Workflow: Respect approval hierarchy.
  5. Track Status: Monitor requisition progress regularly.
  6. Document Changes: Note any modifications or special requirements.

Integration with Other Modules#

Material Requisitions integrate with:

  • Inventory: Track material requirements and stock levels
  • Purchase: Generate purchase orders automatically
  • Projects: Link to construction projects and work packages
  • Accounting: Post costs to appropriate accounts
  • BOQ: Reference Bill of Quantity items

Troubleshooting#

Requisition Stuck in Approval#

  • Check if department manager has approval rights
  • Verify department configuration
  • Contact system administrator

Cannot Create Purchase Order#

  • Ensure requisition is fully approved
  • Verify vendor information is complete
  • Check that materials are available for purchase

Materials Not Received#

  • Verify delivery orders are created
  • Check inventory locations
  • Confirm receipt status in system

Continue to Project Tasks and Timesheets