IT Purchase Requests

1. Objectives

The objective of this procedure is to standardize and streamline the Purchase Request (PR) process within ERPNext to ensure:

Efficient tracking and approval of purchases.
Alignment with budgetary and operational requirements.
Transparency and accountability in procurement.

Key Results:

Reduced PR processing times.
Compliance with item categorization and financial protocols.
Clear monitoring of IT Costs.
Clear assignment of roles and responsibilities.

2. Scope

This procedure applies to all departments utilizing ERPNext for procurement, specifically for Information Technology (IT) items and services. The guidelines encompass:

Activities: Creation, checking, review, and approval of PRs.
Workflows: Following the Rank-and-File to Director approval hierarchy.
Resources: ERPNext system, item codes, and specifications.
Timeline: PRs must be approved 5 days of submission, or noted or rejected or delayed.

3. Definitions

PR (Purchase Request): A formal request to procure goods or services.
Item Code: A unique identifier for goods or services in ERPNext.
- Physical Items need to have "Keep Stock" in check. Services or Online Digital Items cannot have these items checked. This ensures the item can be physically received.
Department: It should be MIS - CSC. This is the department requesting. When MIS requests for other departments, ensure the PROJECT reflects the department it is used for.
Projects: Determines where to charge these items.
- NEVER USE In-house or IN-HOUSE or any similar project. Identify the Fiscal Year and MIS group as the project. This item will be charged to the department.
  - 2025 MIS TC Operations
  - 2025 MIS PL Operations
  - 2025 MIS Mk Operations
- Use the SO/JO of Projects.
- Ordering for Other Departments - if the costs are part of the department's overhead - Charge to the Department's Project.
- When the department requesting doesn't know who to charge to, they escalate.
- NCO (Non-Commercial Orders): These are small for internal projects.
Branch: Ensure the correct branch is reflected.
MIS: Management Information Systems branch responsible for IT oversight.

Item Code Guidelines

Item Code	Item Description Examples	Description
Ink and Toner	Ink, toner cartridges	Printing consumables.
Computer Components	CPUs, GPUs, motherboards	Any hardware installed inside a computer housing.
IT Accessories	Adapters, cables, headphones	Any external peripherals or accessories.
IT Electronics	Cameras, drones, conferencing equipment	Broad category for electronic devices and equipment.
Computer Server	Dedicated server systems	Servers and server-grade components.
Network Equipment	Switches, routers, modems	Networking and related hardware.
IT Consumables	Thermal paste, labels	General IT consumables not included in Ink and Toner.
Mobile Device	Phones, tablets	Smartphones, cell phones, and tablets.
Desktop Computer	PCs, workstations	Standard desktop computers.
IT Services	Training, consulting	Services like training or professional IT services.
Biometrics	Fingerprint scanners	Timekeeping or access control devices.
Software	Cloud, perpetual licenses	Software licenses and subscriptions.
Laptop	Lenovo Laptop, Asus Laptop, Macbook	Put the model of the laptop and specifications.

4. References

ERPNext User Guide.
Company procurement policy document.
Organizational Process Asset: 171023 CSC Basic Documentation Methodology.

5. Responsibilities

5.1. Rank and File Staff

Create PRs with accurate details and specifications.
Assign appropriate item codes.
- Ensure to use Descriptions for the Specifications.
- If there is a need for an Item code, escalate - additional item codes are only needed if without it our batching system is not sufficient.
Submit PRs for checking.
When approved, monitors.

5.2. Senior Staff

Verify PR accuracy and completeness.
- Ensure the Fields are Correct. It is crucial it would be easy to sort costs of IT and its project with the many departments IT requests from.
Return incomplete PRs for revision.
Submit verified PRs for review.

5.3. Department Head

Ensure PR aligns with departmental needs and budget.
Approve or escalate the PR to the Director/Manager.

5.4. Director or Manager

Perform final review.
Approve or reject the PR for procurement.
Ensure that it is assigned to the SPLD.
Ensure that there is staff monitoring this.

6. Procedure

6.1. Step 1: Creation of PR

Actor: Rank and File Staff.
Action: Create PR in ERPNext using the correct information:
- Project Naming Convention: FY + Dept + Branch + Function (e.g., 2025 MIS TC Operations).
- Item Codes: Refer to the predefined Item Code Guidelines above.
- Specifications: Include detailed descriptions, avoiding redundant item codes.

6.2. Step 2: Checking

Actor: Senior Staff.
Action:
- Validate PR data for completeness and correctness.
- Confirm budget alignment.
- Submit verified PR for departmental review.

6.3. Step 3: Review

Actor: Department Head.
Action:
- Ensure the PR meets departmental requirements.
- Approve or reject the PR.
- Forward approved PR to the Director or Manager.

6.4. Step 4: Approval

Actor: Director or Manager.
Action:
- Perform the final review of PR.
- Approve PR for procurement or reject with reasons.
- Assign SPLD Staff to process it.
- Alert the Preparer to monitor this.

7. Documentation

Activity Log:
- Record of PR status updates in ERPNext.
- Timestamped actions for creation, checking, review, and approval.
Archiving:
- All PRs to be stored in the ERPNext system for audit and reference.

Notes: Subscriptions and Recurring Costs should be in ERPNext. Currently Internet and Recurring subscriptions are not monitored by ERPNext. This should all be in ERPNext.