BidUnity DocsStart procurement
Create requisitions from a finalized proposal, or start one by hand.
Who can do this: Everyone who can open the project. Company admins can also start an order by hand from Tools > Procurement.
A requisition is your internal request to buy materials from one vendor. You can have BidUnity build requisitions from a finalized proposal, or start one by hand for any vendor.
Create requisitions from a proposal
The proposal must be finalized first. See Review the summary and finalize.
- Open the finalized proposal.
- Click Actions, then Create requisitions. This option is grayed out until the proposal is finalized.
- BidUnity asks Create requisitions for this proposal? and tells you how many vendors the proposal has.
- Click Create requisitions.
BidUnity makes one requisition for each vendor that has parts or doors to order, plus one inventory requisition. The inventory requisition holds parts your company keeps in stock instead of buying from a vendor. Any part on your company's inventory parts list is moved into it for you. See Manage inventory parts.
If the proposal has no vendors, BidUnity makes only the inventory requisition.
If the project already has open requisitions
When the project already has open requisitions, BidUnity asks what you want to do instead. You see only the choices that fit:
| Choice | What it does |
|---|---|
| Create additional requisitions | Keeps the existing requisitions and adds new ones for this proposal. Offered when this proposal has no open requisitions yet. |
| Recreate requisitions for this proposal | Removes this proposal's open requisitions and makes new ones. |
| Clear all open requisitions and create new | Removes every open requisition on the project and makes new ones from this proposal. This also clears the project's history of material changes. |
Each choice asks you to confirm. To leave without changing anything, click Go to requisitions & purchase orders.
Removing an order also deletes its quotes and any files uploaded to it.
Clearing never removes an order that already has a purchase order (PO), or that is completed or cancelled.
When BidUnity won't create requisitions
You see Cannot create requisitions with one of these reasons:
| Message | What it means |
|---|---|
| Proposal is not finalized | Finalize the proposal first. |
| Cannot modify a closed project | The project is closed. Reopen it first. See Edit, close or reopen a project. |
| There are existing purchase orders for this proposal. You can manually cancel them if you want to create new requisitions. | At least one order from this proposal already has a PO, including orders that have been received. |
Start an order by hand
Use this to order from a vendor that isn't in a proposal, or to add an extra order.
- Open the procurement page. Either open the project and click Procurement in the sidebar, or, if you're a company admin, click Tools > Procurement.
- Click New procurement.
- In Choose vendor, type at least 2 letters of the vendor's name.
- Click the vendor, then click Create requisition.
BidUnity makes an empty order for that vendor. If you started from a project, the order belongs to that project. If you started from Tools > Procurement, it isn't tied to any project.
What happens next
- New orders show under Needs action on the project's Procurement tab. An order with no project shows under Needs action in Tools > Procurement. See Find and track orders.
- Add or request quotes from the vendor. See Get vendor quotes.
- Add parts to an order you started by hand. See Manage materials and doors.
- Fill in the requisition details. See Issue requisitions and purchase orders.