CITEditor: Created page with "= 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...."

2026-02-25T07:20:37Z

Created page with "= 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...."

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= 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 ===

{| class="wikitable"
! 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.

[[Category:ERPNext]]
[[Category:IT Procedures]]
[[Category:Procurement]]
[[Category:Comfac]]

IT Purchase Requests 241126 - Revision history