An employee submits a purchase request, the department head approves the need, the buyer sends requests for quotation to suppliers and selects offers, and the purchase is approved by the chain set for its amount. The same module holds the supplier register, supplier evaluation and invoices.
PR-2026-0187
Awaiting approvalPurchase type
Direct purchase
Category
IT and software
Supplier
UAB „Baltic IT Group“
Amount (excl. VAT)
7 800.00 €
Investment
Yes
Submitted by
Mantas Jankauskas
Created
2026-09-01 15:42
Lines
| Order date | Name | Qty | Unit | Price | Delivery date | Purpose | Total |
|---|---|---|---|---|---|---|---|
| 2026-09-01 | Dell Latitude 5450 laptop | 6.000 | pcs | 1 190.00 € | 2026-09-22 | Analytics team | 7 140.00 € |
| 2026-09-01 | WD19S dock and power supply | 6.000 | pcs | 110.00 € | 2026-09-22 | Analytics team | 660.00 € |
| Total (excl. VAT): | 7 800.00 € | ||||||
Commercial offers
| Supplier | Amount | Delivery | Payment | Selected | Actions |
|---|---|---|---|---|---|
| UAB „Baltic IT Group“ | 7 800.00 € | 2026-09-22 | 2026-10-06 | ||
| UAB „Nordtech Service“ | 7 450.00 € | 2026-10-14 | 2026-11-02 | — | |
| UAB „Vilniaus kompiuteriai“ | 8 120.00 € | 2026-09-15 | 2026-09-30 | — |
Approval chain
| Step | Approver | Decision | Approved by | Date | Comment |
|---|---|---|---|---|---|
| Direct manager (preliminary) | Approved | Tomas Petraitis | 2026-09-01 16:20 | Agreed, the need is justified | |
| 1 | Category owner | Approved | Rasa Kazlauskienė | 2026-09-02 09:14 | — |
| 2 | Finance director | Pending | — | — | — |
| 3 | Director | Pending | — | — | — |
Key functions and business benefits
From purchase need to approval, offers and the order.
- 01Purchase requestsLines, purpose and department are recorded in one entry; prices, the supplier and the investment flag are entered later by the buyer.
- 02Approvals by amountThe cumulative approval chain changes with the purchase amount and company rules – no manual forwarding.
- 03Commercial offersSupplier offers are recorded, the result compared and the winner chosen – in the same entry.
- 04RFQs from OutlookThe request is sent to the supplier from the user's connected Microsoft 365 mailbox (or through the system SMTP), and AI can help draft the e-mail when an AI integration is connected.
- 05Supplier registerSuppliers, qualification, ratings and the approved-supplier list are managed in one place.
- 06Access by department and positionEmployees see the requests relevant to them, while the purchasing function has wider visibility.
The flow
Who initiated, who approved, which offers came in, what was chosen.
- 01RequestLines, quantities, purpose
- 02Need approvalThe department head approves the need – no prices yet
- 03RFQ and offersRequest to suppliers, offer comparison, supplier selection
- 04Approval by amountSteps by the amount bands the company sets
- 05OrderOrder e-mails to suppliers, receipt, invoice registration
1 · E-mail2 · Document3 · Sent
E-mail to the supplier
Recipient: UAB „Baltic IT Group“
Document preview
PDFRFQRequest for quotation
The document is generated from the requisition lines and attached to the e-mail.
Total48
Approved39
High risk6
Audit required9
| Supplier | Type | Risk | Certificate | Audit | Valid until | Status |
|---|---|---|---|---|---|---|
| UAB „Baltic Food Ingredients“ | Raw material | Low | BRCGS | — | 2027-06-30 | Approved |
| UAB „Pakuotės LT“ | Packaging material | Medium | GFSI | 2026-12-31 | Approved | |
| UAB „Nordtech Service“ | Service | High | None | 2026-10-15 | Under evaluation | |
| UAB „Vilniaus grūdai LT“ | Raw material | Low | Other | — | 2027-03-31 | Approved |
| UAB „Rytų logistika“ | Service | Medium | None | — | 2026-09-30 | Suspended |
‹123›
The point
Who initiated, who approved, which offers came in and what was chosen – visible in one request record.
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