The Purchase Requisition module lets team members submit internal purchase requests for approval before sourcing begins. Once approved, a requisition can be converted directly into an RFQ, carrying over all part details so you do not have to re-enter them.
- From the Axya home page, open the dropdown menu in the top left corner.
- Select Purchase Request.
- Click the Add button to create a new requisition.
- Click Add a Line.
- Fill in the required fields for each item:
- Part number
- Description
- Quantity
- Required date
- Comment (optional)
- Requester name
- Depending on your Axya configuration, additional fields may be available:
- Need type
- Manufacturer number
- Manufacturer part number
- Internal PO number
- Equipment number
- Click Add a Line again for each additional item.
- Once all lines are completed, click Submit in the bottom right corner.
This method is ideal for requisitions with a large number of items.
- Click Download Empty Template to get the Excel template file.
- The generated file contains the required structure for your requisition lines.
- Add your data to the template, or copy and paste from another document.
- Click Browse or drag and drop your file into the designated area.
- Select your completed Excel file.
- Click Submit to import all lines automatically.
Axya automatically generates a reference number for each requisition for your internal tracking. The following users (buyers, approvers, etc.) can then use it to:
- Launch sourcing requests.
- Send RFQs.
- Track the internal purchasing process.
¶ Approval and Conversion
After a purchase requisition is submitted, it goes through your organization's internal approval process. Once approved:
- Open the approved requisition.
- Select the option to convert to RFQ.
- Axya creates a new RFQ pre-populated with all line items from the requisition.
- Complete the remaining RFQ details (suppliers, deadline, scope of work) and send it.
When converting a requisition to an RFQ, Axya checks whether any ongoing RFQs already include the same parts. If duplicates are detected, the system highlights them so you can decide whether to proceed or consolidate with an existing request.
Parts originating from a purchase requisition appear in the Parts Catalog with a Requisition status. This gives your team visibility into items that have been requested but are not yet in active sourcing. Once the requisition is converted to an RFQ, the part status updates accordingly.
¶ Creating and Submitting a Purchase Request