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Material Request Process Flow

Role

Step

Description

Requesting Employee / USER

1

Initiate Request
REQUESTER Submits information related to a Material Request Indent on vTrack Application by filling all the required information. Once it is submitted all the information will be recorded in the Database and an Email will be triggered to The Approving Manager

Approver- Employee /MANAGER

2

The Approver checks his Email and will be logged into Material Request module to Approve/Reject the Material Request Indent.

 

3

Determine if this Material Request (MR) is really required for the Organization or not, If this MR(Material Request) is NOT a valid one and is NOT really needed for the company, Approver/Manager will Reject the Request,( By logging into vTrack application and accessing the MR and Rejecting it by clicking on “Reject” button). Once Rejected an Email will be triggered to the Requesting employee and a copy of the Email will be sent to all the Employees who needs this information (like Finance, HR and Management).

 

4

If this MR is VALID one and is really needed for the company, Approver/Manager will Approve the Request,( By logging into vTrack application and accessing the MR and Approve it by clicking on “Approve” button). Once Approved an Email will be triggered to the Requesting employee and a copy of the Email will be sent to all the Employees who needs this information (like Finance, HR and Management).

 

5

Whether the MR is Approved or Rejected, it will saved in the Database and in the records forever, for future tracking purpose.

 

6

An Approved Material Request is ready to get the Quotations, Once MR is Approved,The Requester(User) logs into vTRACK application and access the page which is linked to Approved Material Request and fills all the Quotation details (with necessary attachments) and submits it to the Manager for finalizing the Quote. An Email will be triggered to all the stakeholders including the Manager regarding the Quotation details.

 

7

Once Manager Receives the Email, He will finalize one of the Best quotation, out of many quotations Received, by clicking on Finalize Quotation.

 

8

Finance Team Receives an Email after the Quotation is finalized by Manager.

Finance Team

9

Finance team needs to act on the Finalized Quotation by Filling all the PO Details like PO ID and other Finance details and click on button Release the PO

 

10

Once PO is released by Finance Team, The goods will be delivered by Vendor.

User

11

Received Goods Details needs to be filled by User, The Email will be triggered repeatedly till the user fills the Received Goods Details in the System.

 

12

All these details will be saved permanently in the Database and whenever needed Manager can search for all the Material Request good which were purchased previously.


Material Request Module

Material Request Overview

  • Material management system provides access to users to raise the material request and help management to keep track of raised material request details.
  • Once user log in into the application based on the roles home screen visible
  • User can apply material request with all the specifications.

  • Once the user submits the material request immediately an email notification will be triggered to the management.
  • Notification consists of employee information and material information(including estimated budget and quantity etc.).



  • Management can approve or reject the material request. If approves or rejects the material request notification will be triggered to the requester.
  • Notification consists of response for approving/rejecting the material from approver.
  • If Approves requester uploads the quotation and vendor details.


  • Once quation is finalized, the finance team will review and release the PO.
  • The requester notifies the management when goods received.


Material Request Management Flow

Event

  • Request / Cancellation
  • Approval / Reject
  • Quotations Details
  • Finalization of Quotation

Action

  • Email will be triggered to Respected Approver/Operations vice president and copy of the Email will be sent to all the finance team.
  • Manager can either Approve/Reject on the Raised Request. Email will be triggered to Requester and copy to Approver and all the finance team on the Approval or Rejection.
  • Email will be triggered to Respected Approver/Operations vice president and copy of the Email will be sent to all the finance team.
  • Email will be triggered to Respected Approver/Operations vice president and copy of the Email will be sent to all the finance team.

Material Request Process

Vtrack Chart

Material Workflow

Vtrack solution