This article will teach you how to request for the purchasing team to source new items not found in the DAM.

This article is applicable to all Digits Employees that need new Assets, Supplies, Services, or Marketing Materials that are not found in DAM.


TABLE OF CONTENTS

Step 1: Open Google Sheet Request Monitoring


You can access the monitoring file in the link below:

https://docs.google.com/spreadsheets/d/1C5KqYqBqoYRrQdePvC1rS3-62Za6LCajHPg9PcPZOmU/edit?resourcekey#gid=596557537


Step 2: Change the Status of the Request

For Discussion - Discuss the requirements with requestor. Ask for details, pictures, pegs.
For Sourcing - Finding 3 or more suppliers to give quotations
For Streamlining - Requestor must decide on their final quotation
For Item Creation - Purchasing team will create an item in the item master
For ARF - Purchasing team will inform requestor to create their ARF request


The Purchasing team must check if there are already existing items in the IMFS. If it is available, they may cancel the request.

Step 3: For Discussion


The Purchasing team will dedicate Mondays, Wednesdays, and Fridays to sourcing quotations for your items. The Purchasing team must ask questions and more details so that they can get the right quotations.

Step 4: For Sourcing

Look for at least 3 suppliers and quotations from different suppliers. If the item is too niche and only has 2 or less suppliers, Purchasing team can go below the requirement.


Step 5: For Streamlining

The Purchasing team will provide at least 3 quotations / choices that you can choose from. The requestor must decide which supplier and item will be chosen. If a quotation wasn't chosen, you may revert back to Step 4, or cancel the request


Step 6: For Item Creation



The Purchasing team will perform a new item creation and provide the Digits Code and Item description of the new item to the requestor.

https://aimfs.digitstrading.ph/public/admin/login

Step 7: For ARF

The Purchasing team will provide the new Digits Code to the requestor so that the requestor can create an ARF.