Material Request Process

End-to-end material procurement workflow from request submission through supplier selection, purchase order creation, payment, and delivery tracking

Objective

Efficiently manage material procurement requests through proper approvals, vendor selection, and delivery tracking

Participants (5 roles)

requestor: Requestor
departmentManager: Department Manager
procurementOfficer: Procurement Officer
financeManager: Finance Manager
warehouseManager: Warehouse Manager

Input

Material request with specifications and justification

Output

Materials delivered and payment processed

Process Flow

100%
flowchart LR
    node0["Submit Request"]
    node1["Review Request"]
    node2["Request Supplier Quotations"]
    node3["Select Suppliers"]
    node4["Generate Purchase Order"]
    node5["Supplier Deliver Goods"]
    node6["Supplier Payment"]

    node0 --> node1
    node1 --> node2
    node2 --> node3
    node3 --> node4
    node4 --> node5
    node5 --> node6

    classDef default fill:#1e293b,stroke:#3b82f6,stroke-width:2px,color:#e0e7ff,padding:10px

Performance Metrics

5-10 days

Avg. Completion Time

24-48 hours

approvalTime

2-3 days

supplierResponseTime

50-200 requests

monthlyVolume

Stages Overview

100%
PROPERTIES
STAGE 1
Submit Request
STAGE 2
Review Request
STAGE 3
Request Supplier Quotations
STAGE 4
Select Suppliers
STAGE 5
Generate Purchase Order
STAGE 6
Supplier Deliver Goods
STAGE 7
Supplier Payment
Stage Owners
Requestor
Department Manager
Procurement Officer
Procurement Officer
Procurement Officer
Warehouse Manager
Finance Manager
Stage Workers
-
Requestor
-
Department Manager
Finance Manager
Procurement Officer
Procurement Officer
Duration
30 minutes
24-48 hours
2-3 days
1-2 days
1 day
Variable
Variable
Output Fields
• Material Description*
• Quantity Required*
• Required Date*
• Approval Status*
• Budget Code*
• Approval Comments
• Number of Suppliers Contacted*
• RFQ Document*
• Quotation Deadline*
• Selected Supplier*
• Total Cost*
• Selection Justification*
• PO Number*
• Payment Terms*
• PO Approved*
• Delivery Date*
• Delivery Status*
• Goods Receipt Note*
• Invoice Number*
• Payment Processed*
• Payment Reference*
To-dos
• Create Material & Equipment Request Form (MERF)
• Attach specifications and justification
• Review request details and attachments
• Approve or reject with feedback
• Identify qualified suppliers
• Send RFQ to multiple suppliers
• Compare quotations and evaluate suppliers
• Select best supplier based on criteria
• Create purchase order with terms
• Obtain necessary approvals
• Track delivery status
• Receive and inspect materials
• Verify invoice against PO and delivery
• Process payment per terms

Automation Rules

Automation 1: Field Value Alert

If Total Cost greater_than, Then send notification to cfo with message: "High-value material request requires executive approval"

high

Automation 2: Custom Automation

If stage_overdue, Then escalate to departmentHead with message: "Material request pending approval for over 48 hours"

Workflow Summary

Total Stages

7

Total To-dos

14

Output Fields

21

Automations

2