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Introduction

The Requisitions and Purchase Orders system in SIGEAC manages the complete procurement cycle, from initial part requests through quotes, purchase orders, and receiving.
Requisitions and purchasing are managed in the Compras module under /{company-slug}/compras/

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Procurement Workflow

The SIGEAC procurement process follows these stages:
1

Requisition

Initial request for parts or materials, created by maintenance or warehouse staff.
2

Quote

Pricing obtained from vendors for requested items.
3

Purchase Order

Formal order placed with selected vendor.
4

Receiving

Parts arrive and are inspected and added to inventory.

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Understanding Requisitions

Requisitions are formal requests for parts or materials.

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Requisition Types

Aviation-specific parts and components:
  • Aircraft parts
  • Engine components
  • Avionics
  • Instruments
  • Certified materials
Linked to:
  • Work orders
  • Specific aircraft
  • Maintenance tasks

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Requisition Structure

Each requisition contains:
  • Order Number - Auto-generated unique identifier
  • Type - AERONAUTICO or GENERAL
  • Status - Current state in workflow
  • Created By - User who created the requisition
  • Requested By - Person requesting the parts
  • Justification - Reason for the request
  • Submission Date - When requisition was created
  • Arrival Date - Expected or actual delivery date
  • Batches - Groups of requested items
  • Work Order - Linked maintenance order (if applicable)
  • Aircraft - Associated aircraft (if applicable)

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Creating a Requisition

1

Navigate to Requisitions

Go to Compras > Requisiciones to access the requisitions page.
2

Click Create Requisition

Click the “Nueva Requisición” button.
3

Select Requisition Type

Choose:
  • AERONAUTICO - For aircraft parts and certified materials
  • GENERAL - For general supplies and hardware
Aeronautic requisitions require linking to a work order or aircraft for traceability.
4

Enter Basic Information

Fill in the requisition details:Auto-Generated:
  • Order Number - System assigns sequential number
  • Submission Date - Defaults to today
Required:
  • Requested By - Name of person requesting items
  • Justification - Detailed reason for request
Optional:
  • Received By - Who will accept delivery (can be set later)
  • Arrival Date - Expected delivery date
5

Link to Work Order or Aircraft

For aeronautic requisitions:
  • Work Order - Select if parts are for specific maintenance
  • Aircraft - Select if parts are for general aircraft use
Linking to work orders helps track parts usage and costs per maintenance job.
6

Add Items to Requisition

Create batches and add articles:For each batch:
  1. Select or create a batch name
  2. Add articles with:
    • Part number
    • Quantity needed
    • Unit of measure
    • Optional: Image or reference
    • Optional: Specific aircraft (if part is aircraft-specific)
Multiple Batches:
  • Organize items logically (by system, vendor, urgency)
  • Each batch can have multiple articles
Group items by vendor or ATA system for easier quote comparison and ordering.
7

Review and Submit

Review all information:
  • Verify part numbers are correct
  • Check quantities and units
  • Ensure justification is clear
  • Confirm work order or aircraft links
Click “Crear Requisición” to submit.

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Requisition Status Flow

Requisitions progress through several statuses:
1

PENDIENTE (Pending)

Requisition created, awaiting review by purchasing.Actions:
  • Edit items if needed
  • Add additional justification
  • Cancel if no longer needed
2

EN COTIZACION (Quoting)

Purchasing is obtaining quotes from vendors.Actions:
  • Review quote requests
  • Answer vendor questions
  • Provide additional specifications
3

COTIZADO (Quoted)

Quotes received, awaiting approval to purchase.Actions:
  • Review vendor quotes
  • Select preferred vendor
  • Approve purchase order creation
4

ORDENADO (Ordered)

Purchase order issued to vendor.Actions:
  • Track order status
  • Update expected arrival date
  • Communicate with vendor
5

RECIBIDO (Received)

Items delivered and inspected.Final steps:
  • Verify quantities received
  • Inspect for damage
  • Add to inventory
  • Close requisition

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Viewing and Managing Requisitions

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Requisition List View

The requisitions page displays a table with:
  • Order number and type
  • Status with visual indicators
  • Creation and submission dates
  • Requester information
  • Linked work order or aircraft
  • Action buttons

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Filtering Requisitions

1

Use Search

Enter search terms to find:
  • Order numbers
  • Part numbers
  • Requester names
  • Justification keywords
2

Filter by Status

Click status filters to show only:
  • Pending requisitions
  • Ordered items
  • Received items
3

Filter by Type

Toggle between:
  • Aeronautic requisitions only
  • General requisitions only
  • All types
4

Sort Columns

Click column headers to sort by:
  • Order number
  • Date
  • Status
  • Requester

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Viewing Requisition Details

1

Click Order Number

Click any order number in the table to view full details.
2

Review Information

The detail page shows:
  • All requisition information
  • Complete item list with quantities
  • Linked work order or aircraft details
  • Status history
  • Related quotes
  • Related purchase orders
3

Access Related Documents

From the detail page:
  • View linked quotes
  • View purchase orders
  • Download requisition PDF
  • Access work order (if linked)

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Quotes (Cotizaciones)

Quotes are vendor price proposals for requisitioned items.

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Creating a Quote

1

Access Quote Creation

From a requisition or go to Compras > Cotizaciones.
2

Link to Requisition

Select the requisition this quote is for.
3

Select Vendor

Choose the vendor providing this quote:
  • Existing vendor from database
  • Create new vendor if needed
Vendors are managed in the system with contact information, payment terms, and rating history.
4

Enter Quote Details

Fill in quote information:Auto-Generated:
  • Quote Number
  • Quote Date
Required:
  • Justification - Why this vendor was selected
  • Status - Initial status (usually PENDIENTE)
For Each Item:
  • Part number from requisition
  • Quantity
  • Unit price
  • Unit of measure
  • Optional: Product image or datasheet
5

Calculate Totals

System automatically calculates:
  • Sub-total (sum of item costs)
  • Total (including any fees or taxes)
6

Save Quote

Click “Crear Cotización” to save the quote and link it to the requisition.

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Comparing Quotes

For each requisition, multiple vendors can provide quotes:
1

View All Quotes

From the requisition detail page, access the quotes section to see all vendor quotes.
2

Compare Pricing

Review side-by-side:
  • Unit prices per item
  • Total costs
  • Delivery terms
  • Vendor ratings
3

Select Winner

Choose the quote to accept based on:
  • Best price
  • Vendor reliability
  • Delivery time
  • Part authenticity/quality
For aviation parts, don’t automatically choose cheapest. Verify vendor has proper certifications and provides genuine parts.

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Purchase Orders

Purchase Orders (POs) are formal orders issued to vendors.

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Creating a Purchase Order

1

Navigate to Purchase Orders

Go to Compras > Ordenes de Compra.
2

Click Create Purchase Order

Click “Nueva Orden de Compra” button.
3

Link to Requisition and Quote

Select:
  • Requisition Order - Original part request
  • Quote Order - Accepted vendor quote
This automatically populates:
  • Vendor information
  • Items and quantities
  • Unit prices
4

Enter PO Details

Fill in purchase order information:Auto-Generated:
  • Order Number
  • Purchase Date
Required:
  • Justification - Authorization reason
  • Status - Initial status (typically PENDIENTE)
  • Location - Delivery location
Items Review: Review each article:
  • Part number
  • Quantity
  • Unit price
  • Unit of measure
  • Tax rate
  • Tracking fields (USA, OCK)
  • Article location (warehouse zone)
5

Add Fees and Charges

Enter additional costs:
  • Tax - Sales tax percentage
  • Wire Fee - Bank transfer charges
  • Handling Fee - Processing charges
  • Shipping Fee - Domestic shipping
  • USA Shipping - International shipping from USA
  • OCK Shipping - Other international shipping
All fees are added to calculate the final total. Breaking down fees helps with accounting and cost analysis.
6

Select Payment Method

Choose how payment will be made:
  • Bank Account - ACH or wire transfer
  • Card - Credit/debit card
Select the specific account or card from your company’s registered payment methods.
7

Review Totals

System calculates:
  • Sub Total - Sum of item costs
  • Total - Sub total plus all fees and taxes
Verify amounts before proceeding.
8

Save Purchase Order

Click “Crear Orden” to:
  • Save the purchase order
  • Update requisition status to ORDENADO
  • Generate PO document for vendor

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Purchase Order Status Management

1

PENDIENTE (Pending)

PO created but not yet sent to vendor.Actions:
  • Review and edit if needed
  • Approve for sending
2

ENVIADO (Sent)

PO sent to vendor, awaiting confirmation.Actions:
  • Track vendor acknowledgment
  • Update tracking numbers
  • Adjust expected delivery date
3

EN TRANSITO (In Transit)

Items shipped, on the way.Actions:
  • Update USA tracking number
  • Update OCK tracking number
  • Monitor delivery progress
4

RECIBIDO (Received)

Items delivered to facility.Final steps:
  • Inspect items
  • Verify quantities
  • Check for damage
  • Process receiving documents

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Tracking Purchase Orders

The PO system includes tracking fields:
  • USA Tracking - USPS/FedEx/UPS tracking for USA shipments
  • OCK Tracking - International courier tracking
  • Article Location - Where items will be stored upon arrival
Update tracking numbers as soon as they’re available. This helps warehouse staff prepare for receiving and allows requesters to monitor delivery progress.

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Receiving Items

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Processing Incoming Shipments

1

Verify Delivery

When items arrive:
  • Check PO number on packing slip
  • Verify vendor matches order
  • Note delivery date and condition
2

Inspect Items

For each item:
  • Verify part number matches PO
  • Check quantity received vs. ordered
  • Inspect for shipping damage
  • Verify certifications (for aviation parts)
Aviation parts must include proper airworthiness certificates. Do not accept parts without documentation.
3

Update Purchase Order

Mark items as received in the system:
  • Update PO status to RECIBIDO
  • Enter actual quantities received
  • Note any discrepancies
  • Upload packing slip and certificates
4

Add to Inventory

Process items into warehouse:
  • Create article records
  • Assign zones/locations
  • Link certificates
  • Update batch quantities
This step connects purchasing to inventory, making parts available for requisition and use.
5

Update Requisition

The system automatically:
  • Updates requisition status to RECIBIDO
  • Notifies requester that items have arrived
  • Links new inventory to work order (if applicable)
6

Close Work Order Link

If requisition was linked to a work order:
  • Notify maintenance team parts are available
  • Update work order status if parts were blocking progress

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Access Control

Requisition and purchasing access varies by role:

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Requester Access

Users with basic permissions can:
  • Create requisitions
  • View their own requisitions
  • Edit requisitions in PENDIENTE status
  • Track status of their requests

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Purchasing Team Access

Users with ANALISTA_COMPRAS or JEFE_COMPRAS roles can:
  • View all requisitions
  • Create and manage quotes
  • Create and manage purchase orders
  • Update statuses
  • Process receiving

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Administrator Access

SUPERUSER and admin roles can:
  • Full access to all procurement functions
  • Configure vendors and payment methods
  • Override status changes
  • Access financial reporting
Regular users only see their own requisitions unless they have purchasing or admin roles. This is controlled automatically based on user role assignments.

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Vendor Management

Vendors are maintained separately and linked to quotes and POs.

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Adding a Vendor

1

Navigate to Vendors

Go to Compras > Proveedores or the vendor section.
2

Create Vendor

Enter vendor information:
  • Name
  • Email
  • Phone
  • Address
  • Type (PROVEEDOR - supplier or BENEFICIARIO - beneficiary)
3

Add Payment Details

Optional but recommended:
  • Payment terms
  • Account information
  • Preferred payment method
Maintain accurate vendor contact information. This is critical for communicating about orders, tracking shipments, and resolving issues.

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Reporting

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Available Reports

Requisition Status

Current status of all requisitions, open orders, and pending deliveries

General Sales Report

Complete procurement cycle view: requisition → quote → PO for analysis

Vendor Performance

Vendor delivery times, pricing, and quality metrics

Cost Analysis

Spending by category, aircraft, work order, or time period

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Generating Reports

1

Navigate to Reports

Go to Compras > Reportes.
2

Select Report Type

Choose the report you need.
3

Set Parameters

Configure:
  • Date ranges
  • Status filters
  • Vendor filters
  • Aircraft or work order filters
4

Generate and Export

Click “Generar Reporte” and choose:
  • View online
  • Export to PDF
  • Export to Excel

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Best Practices

  • Use clear, detailed justifications
  • Group items logically in batches
  • Link to work orders when applicable
  • Verify part numbers before submitting
  • Include any special requirements or specifications
  • Obtain multiple quotes when possible
  • Document why vendors were selected
  • Verify vendor certifications for aviation parts
  • Consider total cost, not just unit price
  • Check vendor reputation and reliability
  • Double-check all information before creating PO
  • Include all fees and charges upfront
  • Update tracking information promptly
  • Maintain communication with vendors
  • Document any changes or issues
  • Inspect all items immediately upon arrival
  • Verify certificates for aviation parts
  • Report discrepancies within required timeframe
  • Process into inventory promptly
  • Notify requesters when items are available

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Troubleshooting

Possible causes:
  • Missing required fields
  • No items added
  • Work order link required but not selected
Solution: Verify all required information is entered and try again.
Possible causes:
  • Requisition not in correct status
  • Wrong requisition selected
  • Permission issues
Solution: Verify requisition is in EN COTIZACION status and you have purchasing permissions.
This is normal behavior: Regular users only see their own requisitions.Solution: If you need to see all requisitions, contact your administrator about purchasing role assignment.
Possible causes:
  • Fees not entered
  • Tax calculation error
  • Item prices changed after quote
Solution: Review all fees, taxes, and item prices. Recalculate if needed.

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Next Steps

Inventory Management

Add received items to inventory

Work Orders

Use requisitioned parts in maintenance

Vendor Management

Manage vendor relationships

Financial Reports

Analyze procurement spending

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