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Setting Up Procurement Specialist Assignment

Procurement Specialist is a user responsible for processing purchase requisitions.

They review requisitions created by employees, select the appropriate procurement method, choose a supplier, and then submit the requisition for approval.

To allow the system to automatically assign purchase requisitions to the correct Procurement Specialist, you must create an assignment rule.

Where to find this feature​

  • In the main menu, click Administration.
  • Select Assignment Rules.
  • The Specialist Assignment Rules page will open.

On this page, you can create a new assignment rule.

Creating a New Rule​

  • Fill in the required fields in the form.
  • Click Create Rule to save the rule.

Explanation of the Fields​

Rule Name

Enter a name for the rule.

It is recommended to choose a name that clearly describes the purpose of the rule, for example: IT Purchases, Marketing Purchases, Purchases Above €10,000.

Department (optional)

Select the department for which the rule will apply. If this field is left empty, the rule will apply to all departments.

Project (optional)

Select the project to which the rule applies. If left empty, the rule will apply to all projects.

Min Budget / Max Budget (optional)

Specify the budget range for which the rule should apply.

Specialist

Select the user with the Procurement Specialist role who will receive the purchase requisitions that match the rule conditions.

If no users appear in the list, make sure that the Procurement Specialist role has been assigned to the user in the Platform Users section.

Priority

Defines the priority of the rule.

If multiple rules match a requisition, the system will apply the rule with the lower priority number.

Active

Determines whether the rule is active. If enabled, the rule will be used when assigning purchase requisitions.

Saving the Rule​

After filling in the required information, click Create Rule.

From that moment on, purchase requisitions will be automatically assigned to the selected Procurement Specialist based on the configured conditions.

Select the department for which the rule will apply.

If this field is left empty, the rule will apply to all departments.

Reviewing Purchase Requisitions​

Purchase requisitions are created by employees within the system. Once created, they are automatically assigned to a Procurement Specialist based on the configured Assignment Rules.

Once assignment rules are configured, purchase requisitions will be automatically assigned to the appropriate Procurement Specialist.

Assigned requisitions can be reviewed in the Specialist Review section.

  • In the main menu, click Approvals.
  • Select Specialist Review.

This section displays all purchase requisitions that have been assigned to the Procurement Specialist for review.

Reviewing a Requisition

  • Open the Specialist Review section.
  • Select the requisition you want to review.
  • The requisition details will open.

From here, the Procurement Specialist can review and update the requisition information.

Actions Available to the Procurement Specialist​

The Procurement Specialist can perform several actions while reviewing a requisition:

The specialist can update or modify the requisition details if necessary.

Select the procurement type:

  • RFP (Request for Proposal)
  • RFQ (Request for Quotation)
  • SP (Simple Procurement)

Select a supplier

The specialist can choose the appropriate supplier for the purchase from the supplier list.

Continue the procurement process

After reviewing and updating the requisition, the Procurement Specialist can proceed with the next steps in the procurement process according to the organization’s workflow.