Requisitions vs. Purchase Orders in Microix (Modern Version)

📌 Overview

Questions may arise regarding the distinction between Requisitions and Purchase Orders in the Microix Modern version particularly when the initial entry screen is labeled Purchase Order. This article clarifies how the process works within Microix.

🔄 How Microix Handles Requisitions and Purchase Orders

Microix does not use separate documents or entry screens for Requisitions and Purchase Orders.

Instead, Microix utilizes a single unified document labeled Purchase Order that supports the full procurement lifecycle.

📝 Purchase Request (Requisition)

When initially entered, the Purchase Order document functions as a Purchase Request. It routes through the configured approval workflow.

✅ Purchase Order

Once the document reaches final approval (as defined in GSID 52), it automatically becomes an approved Purchase Order. No re-entry, duplication, or document conversion is required.

To send a confirmation message to the requester when the document reaches the final approval level, select the “Final Approval Confirmation” checkbox for the level specified in GSID 52 for each workflow routing process.

To trigger the confirmation email immediately upon reaching that level, navigate to Maintenance > Application Options and select the “Confirmation Email (on Arrival)” checkbox.

🖥️ Screen Labeling Clarification

Although the entry screen is labeled Purchase Order, the document’s functional status depends on its approval stage:

• Prior to final approval (per GSID 52): it is a Purchase Request
• After final approval: it is an Approved Purchase Order 

The screen label reflects Microix’s unified document architecture and does not indicate the absence of requisition functionality. However, before final approval, the printed document and email notifications refer to it as a “Purchase Request.” Once fully approved, it is titled “Purchase Order.”

🔢 Numbering Configuration

Microix can be configured to support a different sequential numbering after the final purchase order approval (Optional):

• The document can initially be assigned a REQ number (See screenshot below)
• Upon final approval, the system can automatically assign a PO number (See screenshot below)

This allows organizations to maintain clear audit trails and reporting distinctions while still benefiting from a streamlined process.

⚠️ Req/PO Numbering – Implementation Guidance

The REQ-to-PO numbering process should only be implemented if organizational policies require the use of a Requisition number during the approval phase and a Purchase Order number after final approval.

If your policies don’t require separate numbering for Purchase Requests and Purchase Orders, Microix recommends using one document number throughout the entire process. To enable this, update ENC > DocType > DocPrefix to use “PO” instead of “REQ” or “EN.”

With this change, the document keeps the same number PO-#### from creation through approval. The only difference is the printed title: before approval it prints as “Purchase Request,” and after approval it prints as “Purchase Order.”

If the REQ/PO numbering option is implemented, the system behaves as follows:

Prior to approval:

• The Document Number displays the REQ number (Example: REQ-10001 )

After final approval:

• The REQ number is moved to the Reference Number (Example: REQ-10001 )
• A new issued PO number becomes the Document Number  (Example: PO-20000 )

• The Requisition-to-PO process still exists in the Modern version of Microix
• Requisitions and Purchase Orders are managed through one form, not two separate documents
• Approval status determines whether the document is considered a Requisition or a Purchase Order
• Optional configuration supports REQ-to-PO numbering transitions