Many organisations still rely on handwritten purchase request forms, informal emails, and manual chasing to approve and order items. This creates delays, duplication, visibility issues, and operational frustration. ActOn Systems worked with a client to design a fully digital purchase requisition system that removed manual bottlenecks and provided a clear, auditable approval workflow.
The Challenge
Before the project, the entire requisition process depended on:
- Handwritten paper forms
- Emails and verbal requests
- Manual approval tracking
- No central visibility
This created multiple issues:
- Frequent chasing of managers for approvals
- Duplicate requests for the same materials
- No historic record of what was purchased
- Time wasted by buyers and requestors
- Zero transparency over status or priority
The process was slow, inconsistent, and extremely vulnerable to human error.
The Solution
ActOn Systems replaced the paper-based workflow with a centralised digital system that manages the full requisition lifecycle – from request creation through approval, ordering, and fulfilment.
Key system capabilities included:
- Digital request creation
- Manager approval workflow
- Visibility of status and urgency
- Buyer view of outstanding orders
- Automated updates to requestors
- Full historic record of all requisitions
What previously lived in inboxes and desk drawers now sits in one, structured system designed for daily use.
The Impact
- Admin time: 20 hours / week saved
- Approval visibility: clear, auditable workflow
- Duplicate requests: eliminated
- Buyer prioritisation: improved
- User follow-ups: significantly reduced
- Faster approvals and fewer delays
- Requestors stopped chasing updates
- Duplicate orders were eliminated
- Overall, the organisation saw significant time savings, improved communication, and a more reliable purchasing process.
