Features

• This module helps in the Material Requisition (MR) process, where it can be applied in any project where PM requests for material to be provided and other departments (inventory and procurement) handle it e.g. Warehouse for transfer of existing and Purchase for missing items.

Overview

• Based on the above picture: a project manager creates a material requisition request, where they select.
  
  - The project that this material requisition is for
  - Location where material shall be delivered
  - The cost center to allocated the costs on(usually the project analytic account)
  - Optional to select from which locations to request them
  - Location where material shall be delivered
  Each Material requisition request contains multiple products that are to be requested. And each line:
  - References a product
  - Quantity and units to be requested
  - Misc. statuses: stock availability, delivered, scheduled to be delivered, and remaining

In addition it supports multiple roles where each user has different responsibilities and permissions described below.

Process

Project Initiation

- Project created and assigned to the project management engineer

- Project location is set in the settings of the project management (new field added) that will set a default location of a project to speed up the work

Material Requisition (Role: Project Manager Engineer)

- The PM creates a Material Requisition (MR) based on the need of a project

- The MR lines consist of the material to be requested e.g. 200 SQM of concrete, 100 safety cap…

The module is designed for speed and usability in mind. Thus it allows to import the MR Lines from CSV or Excel

The MR is subject to approval

Procurement Officer Processing (Role: Procurement Officer)

- The procurement officer receives the MR document for processing

- The MR lines consist of the material to be requested e.g. 200 SQM of concrete, 100 safety cap…

The procurement officer fills in the source locations from where stock availability will be checked

By default, the main company location is selected as the source location

The procurement officer then checks the available materials in the selected locations

Transfer of in-stock materials

- If the materials are found in the selected source locations, the procurement officer initiates the transfer of materials from the source location to the project location

- This step follows the default Odoo transfer process

Purchase Request Creation (Role: procurement manager)

- For materials that are not found in the selected source locations, the procurement officer creates a purchase request

- The purchase request is a new model added under the Purchase module

- The purchase request form includes details of the materials required for purchasee

Purchase Officer Actions

- The purchase officers receive the purchase request and review its contents

- From the purchase request form view, the purchase officers have two options

- Create purchase agreements (call for tenders) to invite suppliers to submit offers

- Directly create purchase orders if they already know suitable suppliers

- Products fulfilled via the Purchase they will be reflected on the MR document as a smart button

Easy Creation of Purchase Request from MR

- To streamline the process, an easy way to create a purchase request from the MR is provided.

- This allows for the quick creation of purchase requests for the 500 products listed in the MR.

Approval Process

- The MR, purchase request, purchase agreements, and purchase orders all follow an approvals process

- Appropriate approvals are required at each stage to ensure proper authorization and control.

Detailed step by step

Module installation
Groups

Project Manager Engineer

- Allowed to create/update MR forms

- Allowed to add/remove/update MR Lines

- Operations are only allowed to be modified if the MR is still not sent

Procurement Officer

- Update the source locations

- Create the transfers

- Create the Tenders and POs

Procurement Manager

- He has full access of the Procurement Officer and Project Manager Engineer

Project Setup

- Project Location: This is a new field that represents the location of the project that will be used in automatic transfer generation in order to speed up the inventory and procurement jobs

Initiate Material Requisition for a project

- Navigate to the "Material Requisition" menu, as represented below

Generate a fresh "Material Requisition" request and complete the subsequent details

- Project: Refer to the desired project for material requisition.

- Destination Location: The target location for request delivery. If a project is chosen, the Project Location will be automatically inserted. Alternatively, the user can pick any Customer Location or Internal Location.

- Company: This field is auto filled with the currently selected company.

- Project Task: Specify the task linked to the material request within the chosen project. The task options are filtered based on the selected project in the Project field.

- Cost Centers: Designate the cost centers, which are analytic accounts for apportioning stock movement expenses related to the project. It is conventionally recommended to use the project name.

- Source locations: When configured, the search will be confined to the specified locations, such as Warehouse/Main or Warehouse/Secondary.

Material Requisition transitions through New, Sent, Approved, In Progress, and Done.

- New: The initial state when the MR is created.

- Sent: The state when the user presses the Send button to submit the MR for approval.

- Approved: The state when the MR is fully approved.

- In Progress: The state when the fulfillment of the MR starts

- Done: The state when the MR is fully fulfilled.

Each line represents a product to be fulfilled and it consists of :

- Product: The product to be fulfilled

- Description: Optional if someone wishes to add variants or specific requirements.

- Requested Qty: Needed quantity to be transferred to the selected project.
- Scheduled Qty: The reserved quantity that is yet to be transferred to the project location.
- Received Qty: The quantity that has been transferred to the project location.
- Stock Availability: The currently available quantity in the selected source locations and their children, excluding reserved quantities.

Insert Requisition Lines
- There are two methods for inserting requisition lines. The first involves manual entry by clicking "Add a line," then choosing the product and configuring details such as description and quantities. Alternatively, requisition lines can be imported.
Import Material Items
- A button to import materials into the Material Requisition. It opens a wizard to select a specific CSV file?? E.g. with the following columns “Product Code”, “Description”, “Quantity”, and “Product UOM”

Download Template
- The user will click on this button to download the template used in importing the product to the requisition lines

After completing the essential and accurate data, proceed to upload the product template file.

Click the Import button to bring in data from the file, at which point the system will establish the necessary validations.
- File Lines Count: The count of lines in the CSV file.
- Imported Lines Count: The count of lines imported from the CSV file.
- Updated Lines Count: The count of lines updated if the same file is re-imported after updating some data.
- Not Found Product Lines: The count of lines for products that are not found in the database.
- Excel Sheet Download: If products in the file are not found, an Excel sheet for non-found products is automatically downloaded in order to be sent to the database manager to create them
A smart button to show the Materials in a grid view with filters and group by options that allows to do analysis like search by product, category, location and grouping them.

The user can filter the materials by
- Fully Scheduled : it means the item is fulfilled, i.e. qty is reserved by transfers related to this MR
- Not Scheduled : no transfers scheduled yet for these materials
- Done (Fully Received) : all of the qty requested is received at the destination location
- Not Fully Received: still there is remaining qty to be received at the destination location
- Available in Stock: whether partially or fully available
- Not Available in Stock: no qty on hand in the source locations of the MR
- PO Created: PO is issued from the purchase request of these lines
- Tender Created: Purchase agreement is issued from the PR
- No PO
- No Tender
- Transfers Created
- No Transfers

Dispatching for existing products
- User with role Procurement Officer
- Go to material smart button
- Filter by “Available In Stock”
- Select all returned or the ones to transfer and press on action “Transfer”
- One or many internal transfer will be created, one transfer from location, to the project destination.
- The MR lines are updated about the scheduled to be delivered

Delivering products
- Delivery product will show on the Inventory dashboard
- Inventory user deliver the product
- It shows on the MR lines the number of products delivered

Request for Purchasing non-existing products
- User can filter about “Not Available in Stock”
- Group by supplier or category or any available data
- Select many products and crate a purchase request
- Purchase request follow an approval cycle

Purchasing
- For the materials that is not available in stock, the user will initiate a purchase request by choosing the desired materials and selecting the option "Create Purchase Request." This action will then open up the Purchase Request.
- To access the required purchase request, you can click on the smart button “Purchase Requests” or go to Purchase > Orders > Purchase Request
- Currently, the user possesses a pair of choices

Create a Purchase Order

Create a Purchase Agreement

- If the user creates a Purchase Agreement a new wizard appears to set the Purchase Agreement type and operation type

The system will automatically establish a connection between the Material Requisition and the Purchase Agreements. You will notice a smart button within the Material Requisition interface that provides direct access to the associated Purchase Agreement.

The user can create purchase Order directly from the created purchase request.

When click on Create Purchase Order(s)a new wizard appears to set the vendor and operation type

Once purchased, it shows on the MR Lines how many are purchased. This will give info for the PM about the progress of material delivery.

After receiving all quantities for all materials we can set the state of MR to done