Flow 12 — Competitive sourcing, PO change and delivery control

Overview

Process

1. 1
   Governed demand

   Select approved requisition or accepted vendor-replenishment demand.

   Demand only · Inventory unchanged
2. 2
   Competitive RFQ

   Issue identical lines to at least two approved suppliers.

   Sourcing event · Inventory unchanged
3. 3
   Supplier quotations

   Capture complete prices, compliance and promised dates.

   Commercial evidence · Inventory unchanged
4. 4
   Independent award

   A different Procurement Manager selects one valid compliant response.

   Source decision · Inventory unchanged
5. 5
   PO release

   Buyer submits; different manager releases exact commitment snapshot.

   Commercial commitment · Inventory unchanged
6. 6
   Controlled change

   Buyer authors; different manager approves immutable PO and schedule versions.

   Version history · Inventory unchanged
7. 7
   Expediting

   Record supplier risk and forecasts against the current schedule.

   Delivery signal · Inventory unchanged
8. 8
   Supplier acceptance

   Capture acknowledgement and create pending inbound authority.

   Authority pending · Inventory unchanged
9. 9
   Inbound approval

   Different Contract Manager approves the PO-backed ceiling.

   Approved ceiling · still no stock

Role handoff

Buyer → different Procurement Manager → Buyer → different Procurement Manager → Buyer → different Project / Contract Manager → Auditor

Detailed reference chapters

Detailed steps

1. 1

   As Buyer, open Supply → Procurement, create an RFQ from approved unrouted demand and invite at least two active approved suppliers. Issue the draft and confirm no purchase commitment or inventory exists.

2. 2

   Capture one complete quotation for each invited supplier with quotation identity, validity, lead time, unit price, promised date and compliance. Confirm exact decimal totals use the RFQ currency.

3. 3

   Sign in as a different Procurement Manager. Compare both responses, confirm the Buyer cannot award, then select one current fully compliant quotation with a documented independent decision.

4. 4

   Return as Buyer, create the PO draft from the award and verify item revision, quantity, unit price, currency and promised date are copied from the immutable sourcing evidence. Submit it.

5. 5

   Return as Procurement Manager. Confirm the Buyer cannot release their own PO, then independently release or reject it after reviewing award, value, dates, terms and quality clauses.

6. 6

   Before supplier acceptance, return as Buyer and create a complete PO amendment. Change a controlled value, submit it, confirm self-approval is blocked, then have a different Procurement Manager approve it. Verify the PO amendment number and automatically aligned baseline schedule both advance.

7. 7

   As Buyer, revise the delivery schedule by splitting each PO line into one or more dated quantities. Confirm exact per-line balance and delivery-window validation, submit it, and have a different Procurement Manager approve it. Record a supplier AT RISK or recovery update against the current schedule; an out-of-window forecast must be flagged for amendment without changing the approved due date.

8. 8

   As Buyer, record the supplier's accepted acknowledgement reference. Confirm Moduvio creates a PENDING_APPROVAL receipt authority numbered from the PO and links any part-requisition demand, but creates no ASN, receipt, stock balance or ledger row.

9. 9

   As a different Project / Contract Manager, approve the receipt authority. As Auditor, reconcile all actors and snapshots and confirm stock remains unchanged until the normal inbound flow posts a physical receipt.

Field-by-field practice data

End state