HomeSolutionsPurchasing and suppliers
Purchase need, approval and supplier offer – in one process.
An employee submits a purchase request, the system applies the approval logic set for the amount and responsibilities, and the purchasing team collects commercial offers, sends RFQs to suppliers and manages the supplier register and evaluation.
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, categories, the investment flag and required attachments are recorded in one entry.
- 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 goes to the supplier from the user's Microsoft 365 mailbox, and AI can help draft the e-mail.
- 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, category, amount, attachments
- 02Approval by amountManager → Finance → Director when the limit is exceeded
- 03RFQ to suppliersFrom Outlook, from the supplier register, with AI-drafted text
- 04Offer comparisonPrice, delivery, supplier rating – the winner is recorded
- 05OrderThe history stays in the request; the supplier is rated in the register
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
Control and traceability: who initiated, who approved, which offers came in and what was chosen – in one entry. Far stronger than a “purchase list”.
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