Requisitions

Overview

A Requisition is a formal request for the purchase of items or services. It represents the operational need identified by a vessel, site, warehouse, or office and is the starting point of the procurement process.

Requisitions allow users to request spare parts, consumables, equipment, or services while ensuring that purchasing activities follow the organization's approval and procurement procedures.

Procurement Flow

The requisition is the first step in the procurement process.

Depending on company settings, requisitions may require technical approval, supplier quotation, or may proceed directly to ordering.

What Can Be Requested?

Requisitions can be used for:

• Spare parts
• Stock items
• Consumables
• Equipment
• External services
• Repairs
• Inspections
• General purchases

The procurement process is the same regardless of whether the request relates to an item or a service.

Requisition Types

Local Unit Requisition

A Local Unit Requisition is handled entirely by the local unit.

Characteristics:

• Supplier selected by the unit
• Ordered directly by the unit
• Received by the unit
• Office remains informed

Many organizations choose to disable this functionality to ensure centralized purchasing control. 

Normal Unit Requisition

The most common requisition type for vessels and operational units.

Characteristics:

• Created by the unit
• Sent to the office for processing
• Typically requires technical review
• Purchasing is handled by office personnel
• Goods or services are received by the requesting unit

This process ensures purchasing oversight and supplier management are maintained centrally. 

Office Requisition

Created directly by office-based personnel.

Used when:

• Ordering for a vessel
• Ordering for a warehouse
• Purchasing office-related items or services
• Purchasing on behalf of another department

Office requisitions may proceed directly to quotation or ordering depending on company procedures.

Create a Requisition

Requisitions can be accessed under Procurement in Sertica. 

On the Requisitioin page, click on "New Requisition".

Enter a meaningful description of the requested items and add the required positions.

Specify quantities and required delivery information.

Select accounting dimensions and Account No. on the individual positions

Add comments or supporting information if necessary.

Click on "Create" to Save the requisition.

The requisition is now ready for review and processing.

Requisition Handling

The next procurement step is determined by the requisition workflow configured in SERTICA.

A requisition may be forwarded to one of the following stages:

Awaiting Technical Review

(Only possible for normal or service order requisitions which are not requested)

The requisition must be evaluated and approved by a technical authority before purchasing activities can continue.

Typical examples:

• Critical spare parts
• Major repairs
• Technical services
• Safety-related equipment

Approve for Request for Quote (RFQ)

The requisition proceeds to the RFQ stage.

This option is commonly used when:

• Multiple quotations are required.
• Supplier comparison is needed.
• Procurement policies require competitive bidding.

Approve for Purchase

The requisition can proceed directly to Purchase Order creation.

This is often used when:

• Approved suppliers already exist.
• Framework agreements are in place.
• Quotation is not required.

These workflows are configured through Unit Options. 

Forward for Technical Approval

The technical review stage ensures that requested purchases are technically justified and appropriate before purchasing resources are committed.

A reviewer may:

• Verify specifications
• Confirm quantities
• Validate item selections
• Request additional information
• Approve or reject the request

Once approved, the requisition moves to the next procurement stage. 

Tracking Requisitions

The Task List provides an overview of procurement activities.

Users can:

• View open requisitions
• Monitor approval status
• Track RFQ progress
• Follow purchasing activities
• Monitor receipt status

Office users typically have visibility across the fleet, while unit users see only their own procurement activities. 

Requisition Status

Typical statuses include:

Actual status names may vary depending on configuration.

Best Practices

• Use clear and detailed descriptions.
• Specify exact quantities.
• Include required delivery dates when known.
• Reference equipment, assets, or work orders where applicable.
• Avoid combining unrelated purchases in the same requisition.
• Attach supporting documentation when necessary.
• Review information carefully before submission.

Frequently Asked Questions

Can I create a Purchase Order without a Requisition?

Yes. SERTICA allows Purchase Orders to be created directly. In this case, a corresponding requisition is automatically created in the background. 

Can services be requested through a Requisition?

Yes. Requisitions can be used for both items and services. 

Who can approve a Requisition?

This depends on your organization's configuration, approval hierarchy, and user rights. 

Is a quotation always required?

No. Depending on the workflow, a requisition may proceed directly to ordering without an RFQ process.