Sapphire Consulting Services              PO REQUISITION                  HEIRARCHY                  Based on the Item Cat...
How to Make the Hierarchy of Requisition / PO based onthe Category TypeLet say we have classified the item based on the ca...
1- Setups to Design the HeirarchyDo the setups and makes the new hierarchy named as Younus_Heirarchy_Requisition which ent...
The above figure entailed From Dr. Masroor Ahmed Shaikh to Muneer Ahmed ShaikhThe above entailed the hierarchy from Muneer...
APPROVAL GROUP : DIR APPROVAL 1 (for ABID SHAB)Hence the above figure entailed the whole story in this manner we have sele...
APPROVAL GROUP : DIR APPROVAL 2 (for DR. MASROOR AHMED SHAIKH )Hence the above figure entailed the whole story in this man...
Hence the above figure entailed the whole story in this manner we have selected the Item Category asan object and we have ...
3- Assign Position to Approval Groups        i)      The user can be assign to the Approval Group (Data Enter Approval )Th...
Hence it describe the Dr. Masroor Ahmed has been assign the Dir Approval 2 Group for PurhcaseRequisition Document.       i...
v)      Hafeezullah Abbasi can be Assign the Approval Group (Dir Approval 4)Position of Hafeezulah Abbasi = KA5766.SP19001...
Hence all the document have comes in the above window now we need to enter into the PurchaseRequisition by click on the Up...
Now let suppose Ana Ikram is been called to make the four Requisition’s of different items belongs todifferent category en...
Click FindAs the Status is In ProcessFor Actiona History do the following as;Tools => Veiw Action History
Means this Requisition is awaiting for the Approval of Abid Shab    b) Makes the Requisition of item “Desktop Computer (HP...
Check the Action History of Requisition 129Requisition => Requisition SummaryEnter the Requisition # 129Click FindAs the S...
Means this Requisition is awaiting for the Approval of Abid Shab    c) Makes the Requisition of item “UPS Dry Battery 650V...
Note Down the Requisition no. is 130Check the Action History of Requisition 130Requisition => Requisition SummaryEnter the...
Status is In ProcessGo to the tools => View Actiona HistoryHence it describe this requisition also lies the Abid Sahab.   ...
Note Down the Requisition no. is 131Check the Action History of Requisition 131Requisition => Requisition SummaryEnter the...
As the Status in InProcessThis describe this requisition lies in the account of Abid shab and requires his Approval.    ii...
As we have seen in the above figure Abid Shab receive notifications of four different Requisition’s(128,129,130 & 131) fro...
Here you have seen the Approval Sequence (Diagram) which describe if Abid Shab is the final Approvalfor this item Category...
As we have seen the Approval Sequence (Diagram ) the notification also goes to the Dr. Masroor whichmeans Dr. Masroor is t...
Now go the Main Page backNow Open Requisition # 129’s NotificationAs we have seen in the Approval Sequence (Diagram ) in t...
Now again go to the Main PageNow Open Requisition # 131’s NotificationAs we have in the Approval Sequence (Diagram) of the...
Now go the Main Page and Logout.    iii-    Approval from Dr. Masroor Ahmed ShaikhLogin into the Application from Dr Masro...
Now Open Requisition # 129’s NotificationClick Approve to Approve the RequisitionCheck the Action History of Requisition #...
Click Approve to Approve the RequisitionCheck the Action History of Requisition # 130It describe Muneer Shaikh has the aut...
Click ApproveCheck the Action History of Requisition # 131Means it describe Muneer Ahmed could be the final Approval of th...
As we have that there are two notification lies within the Muneer Ahmed Shaikh UserNow Open Requisition # 130’s Notification
It Describe that Muneer Shaikh has the authority to Approve the Document means he is the FinalApprover for this document.C...
The Approve Sequence describes that the Hafeezullah Abbasi is the final Approver of this Requisitionand Muneer Shaikh is j...
Login into the Application form the User of Hafeezullah AbbasiHere we have seen the Notification from the Muneer Shaikh to...
It states that Hafeezullah Abassi is the final Approver of this Requisition and therefore once he give hisApproval the req...
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Requisition Hierarchy Based on the Item Catagory

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How to make the requisition Heirarchy based on item Catagory

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Requisition Hierarchy Based on the Item Catagory

  1. 1. Sapphire Consulting Services PO REQUISITION HEIRARCHY Based on the Item Category Mohammad Younus 2012 [Type the company address]
  2. 2. How to Make the Hierarchy of Requisition / PO based onthe Category TypeLet say we have classified the item based on the category i-e the items such as; Pencil, Rubber, Pen etccomes under the Stationary Category & the items such as; Desktop , Computer etc comes under the ITEquipment Category etcNow let say there are no. of In charge’s for each item category those will give their correspondingApproval for the Requisition / PO , therefore the Requirement from the client is that final Approval ofRequisition / PO should given by the concerned authority of each Item Category (i-e Incharge ) thoughthe initiater of the Requisition can be any one but the Final Approval must be from the respectiveconcerned Incharge.Therefore I have designed the hierarchy of Requisition in the following mannerThis can be done in the following steps as follows
  3. 3. 1- Setups to Design the HeirarchyDo the setups and makes the new hierarchy named as Younus_Heirarchy_Requisition which entailed theline of action from bottom to top as shown in the above figureNote: In the hierarchy I have design the each position by following the above figureThe above figure entailed from users to the Abid ShabThe above figure entailed from Abid Altaf to Dr. Masroor Shaikh
  4. 4. The above figure entailed From Dr. Masroor Ahmed Shaikh to Muneer Ahmed ShaikhThe above entailed the hierarchy from Muneer Ahmed Shaikh to Hafeezullah Abbasi 2- Setups for Approval GroupIn order to overcome this provisoin we are required to makes the five different Approval Groups as i- Data Entry Approval (for Users) ii- Dir Approval 1 (For Abid Shab) iii- Dir Approval 2 (for Dr. Masroor Ahmed Shaikh ) iv- Dir Approval 3 (for Muneer Ahmed Shaikh )APPROVAL GROUP : DATA ENTER APPROVAL
  5. 5. APPROVAL GROUP : DIR APPROVAL 1 (for ABID SHAB)Hence the above figure entailed the whole story in this manner we have selected the Item Category asan object and we have select the Type as an Exclude to all the categories whose final Approval is notAbid Shab so the notification will to concerned Incharges.This figure also entailed the three fo them has been selected as Type Include which are COMPUTERSTATIONARY, JANITORY & STATIONARY and if item belongs to this category the Requisition just requiredthe Approval of Abid Shab and If Abid Shab Approved it get Approved.
  6. 6. APPROVAL GROUP : DIR APPROVAL 2 (for DR. MASROOR AHMED SHAIKH )Hence the above figure entailed the whole story in this manner we have selected the Item Category asan object and we have select the Type as an Exclude to all the categories whose final Approval is not DrMasroor so the notification will to concerned Incharges.This figure also entailed the three fo them has been selected as Type Include which are ELECTRICAL, ITEQUIPMENTS & FURNITURE and if item belongs to this category the Requisition does not approve whenAbid Shab Click Approved Button inspite the notification goes to the Dr. Masroor and hence it describehe is the Incharge who is the final Approver.APPROVAL GROUP : DIR APPROVAL 3 (for Muneer Ahmed Shaikh )
  7. 7. Hence the above figure entailed the whole story in this manner we have selected the Item Category asan object and we have select the Type as an Exclude to all the categories whose final Approval is not DrMasroor so the notification will to concerned Incharges.This figure also entailed the three fo them has been selected as Type Include which are FIXTURE &FITTING, PLANT MACHINARY AND VEHICLES and if item belongs to this category the Requisition does notapprove from start when Abid Shab & Dr Masroor Click Approved Button (because he just work as asinitiater ) inspite the notification goes to the Muneer Ahmed Shaikh and hence it describe he is theIncharge who is the final Approver.APPROVAL GROUP : DIR APPROVAL 4 (for Hafeezullah Abbasi )Hence the above figure entailed the whole story in this manner we have selected the Item Category asan object and we have select the Type as an Exclude to all the categories whose final Approval is not DrMasroor so the notification will to concerned Incharges.This figure also entailed the three fo them has been selected as Type Include which are POL, STORES &SPARES, AND GENRAL TOOLS and if item belongs to this category the Requisition does not approve fromstart when Abid Shab & Dr Masroor Click Approved Button (because he just work as as initiater ) inspitethe notification goes to the Hafeezullah Abbasi and hence it describe he is the Incharge who is the finalApprover.
  8. 8. 3- Assign Position to Approval Groups i) The user can be assign to the Approval Group (Data Enter Approval )Therefore the position of User Ana Ikram is = KA5766.SP14002.ASSISTANT DP.PROCUREMENT.SPS-14And we need to assign this position to the Approval Group (Data Entry Approval ) as; followsHence it describe the User has been assign the Data Entry Group for Purhcase Requisition Document. ii) Abid Shab has can be assign the Approval Group (Dir Approval 1)Postion of Abid Altaf = KA5766.SP19001.DIRECTOR.MANAGEMENT INFORMATION SYSTEM.SPS-19Hence it describe the Abid Shab has been assign the Dir Approval Group for Purhcase RequisitionDocument. iii) Dr. Masroor can be Assign the Approval Group (Dir Approval 2)Position of Dr. Masroor = KA5766.SP19001.DIRECTOR.ACADEMICS & TRAININGS.SPS-19
  9. 9. Hence it describe the Dr. Masroor Ahmed has been assign the Dir Approval 2 Group for PurhcaseRequisition Document. iv) Muneer Shaikh can be Assign the Approval Group (Dir Approval 3)Position of Muneer Shaikh = KA5766.SP19001.DIRECTOR.ADMINISTRATION.SPS-19/20Hence it describe the Muneer Shaikh has been assign the Dir Approval 3 Group for Purhcase RequisitionDocument.
  10. 10. v) Hafeezullah Abbasi can be Assign the Approval Group (Dir Approval 4)Position of Hafeezulah Abbasi = KA5766.SP19001.DIRECTOR.MANAGING DIRECTOR.SPS-19Hence it describe the Hafeezulah Abbasi has been assign the Dir Approval 4 Group for PurhcaseRequisition Document. 4- Select Youns_Heirarchy_Requisition in the Document Type of Purchase Requisition.Setup => Purchasing => Document Types
  11. 11. Hence all the document have comes in the above window now we need to enter into the PurchaseRequisition by click on the Update Button on the Purchase Requisition as;Select the Younus_Heirarchy_Requisition in the Default Heirarchy field as;Click Apply to save Changes. 5- Practical TestingNow we checking either we have done the setups right and they are working properly or not ?? i- Creates RequisitionsLet say user Ana Ikram into the Application from her own user as;
  12. 12. Now let suppose Ana Ikram is been called to make the four Requisition’s of different items belongs todifferent category entailed as below: a) Makes the Requisition of item “Ball Pen Picaso 08 Red” (Stationary Category) and send it to the Approval.Note Down the Requisition no. is 128Check the Action History of Requisition 128Requisition => Requisition SummaryEnter the Requisition # 128
  13. 13. Click FindAs the Status is In ProcessFor Actiona History do the following as;Tools => Veiw Action History
  14. 14. Means this Requisition is awaiting for the Approval of Abid Shab b) Makes the Requisition of item “Desktop Computer (HP Pro 3300 Series MT L6.5 )” (IT EQUIPMENT) and send it to the Approval.Note Down the Requisition no. is 129
  15. 15. Check the Action History of Requisition 129Requisition => Requisition SummaryEnter the Requisition # 129Click FindAs the Status is In ProcessFor Actiona History do the following as;Tools => Veiw Action History
  16. 16. Means this Requisition is awaiting for the Approval of Abid Shab c) Makes the Requisition of item “UPS Dry Battery 650VA SAKO Brand’ (Plant Machinary & Equipment ) and send it to the Approval.
  17. 17. Note Down the Requisition no. is 130Check the Action History of Requisition 130Requisition => Requisition SummaryEnter the Requisition # 130Click Find
  18. 18. Status is In ProcessGo to the tools => View Actiona HistoryHence it describe this requisition also lies the Abid Sahab. d) Makes the Requisition of item “Fuel (Petrol)” (POL) and send it to the Approval
  19. 19. Note Down the Requisition no. is 131Check the Action History of Requisition 131Requisition => Requisition SummaryEnter the Requisition # 131Click Find
  20. 20. As the Status in InProcessThis describe this requisition lies in the account of Abid shab and requires his Approval. ii- Approval for the Abid SahabAbid Login into the Application
  21. 21. As we have seen in the above figure Abid Shab receive notifications of four different Requisition’s(128,129,130 & 131) from Ana Ikram.Now Open Requisition # 128’s Notification
  22. 22. Here you have seen the Approval Sequence (Diagram) which describe if Abid Shab is the final Approvalfor this item Category which call in the Requisition and if we Approve the Requisition Get Approved.Click Approve to Approve the RequisitionCheck the Action History of Requisition # 128Hence it describe the Requisition # 128 gets Approved when Abid Shab Approved which Abid Shab wasthe item of this item Category therefore being a Incharge he become the final Approval of thisRequisition.Now again to the Main PageNow Open Requisition # 129’s Notification
  23. 23. As we have seen the Approval Sequence (Diagram ) the notification also goes to the Dr. Masroor whichmeans Dr. Masroor is the final Approver of this Requisition. Therefore we can say that Abid Shab canonly Approve the requisition those belongs to his own category except when he click the Approve theRequisition goes to the Next Person who may be the Final Approval.Click ApproveCheck the Action History of Requisition # 129It describe requisition is not been Approved after Abid Shab even and now it lies in the Dr. MasroorUser.
  24. 24. Now go the Main Page backNow Open Requisition # 129’s NotificationAs we have seen in the Approval Sequence (Diagram ) in the Notification which describe the FinalApproval of this Requisition will be Muneer Shaikh and rest of them become the initiater.Click ApproveCheck the Action History of Requisition # 130
  25. 25. Now again go to the Main PageNow Open Requisition # 131’s NotificationAs we have in the Approval Sequence (Diagram) of the Notification which Describe the Final Approval ofthis Requisition is Hafeezullah Abbasi. It is because of the Item Category and Hafeezullah is the onlyperson who can give the Approval of this item.Click ApproveCheck the Action History of Requisition # 131
  26. 26. Now go the Main Page and Logout. iii- Approval from Dr. Masroor Ahmed ShaikhLogin into the Application from Dr Masroor’s UserWe have seen in the Notification list Dr. Masroor receive’s the Notification of the Requisitions
  27. 27. Now Open Requisition # 129’s NotificationClick Approve to Approve the RequisitionCheck the Action History of Requisition # 129It describe the Requisiiton get Approved when Dr. Masroor Approved itNow Open Requisition # 130’s Notification
  28. 28. Click Approve to Approve the RequisitionCheck the Action History of Requisition # 130It describe Muneer Shaikh has the authority who give final ApprovalNow Open Requisition # 131’s Notification
  29. 29. Click ApproveCheck the Action History of Requisition # 131Means it describe Muneer Ahmed could be the final Approval of this Requisition iv- Approval from Muneer Ahmed ShaikhLogin into the Application form the User of Munner Ahmed Shaikh
  30. 30. As we have that there are two notification lies within the Muneer Ahmed Shaikh UserNow Open Requisition # 130’s Notification
  31. 31. It Describe that Muneer Shaikh has the authority to Approve the Document means he is the FinalApprover for this document.Click Approve to Approve the documentCheck the Action History of Requisition # 130Hence it entailed the whole scenario behind the Approval and how the requisition gets Approved.Now Open Requisition # 131’s Notification
  32. 32. The Approve Sequence describes that the Hafeezullah Abbasi is the final Approver of this Requisitionand Muneer Shaikh is just an initiater .Click ApproveCheck the Action History of Requisition # 131 v- Approval from Hafeezullah Abbasi
  33. 33. Login into the Application form the User of Hafeezullah AbbasiHere we have seen the Notification from the Muneer Shaikh to Hafizullah of Requisition no. 131.Now Open Requisition # 131’s Notification
  34. 34. It states that Hafeezullah Abassi is the final Approver of this Requisition and therefore once he give hisApproval the requisition gets approved.Click Approve to Approve the RequisitionCheck the Action History of Requisition # 131Hence it entailed the whole Process of Requisiton Approval that under what and which circumstances ithas gone through andwho gives the Final Approval.

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