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Marquis / TrailLite purchase requisition process

The following process has been developed to improve communication and visibility of the parts requisition process between Marquis and TrailLite. When followed, it allows both parties to see the status of a parts request, identify the next steps and provides for an audit trail.

All steps should be followed in full. As this is a new process, improvements are encouraged to ensure improved efficiency between TrailLIte and Marquis in supporting our customers.

You can search for any parts requisition using the Asana search box or advanced search at the top right-hand corner of the page.

Both Marquis and TrailLIte Group staff should be checking the parts requisition board daily for updates.

  1. TrailLIte Group staff create a parts requisition by clicking the + symbol at the top of the 'Marquis - Part requisition' column and selecting the parts requisition template: image.png
  2. Type the customer surname and service call number into the task name.
  3. TrailLIte Group staff complete the first five fields - Service call, Customer name, Vehicle year, vehicle make & vehicle VIN. Use the description field to provide detailed information on the part required, requested lead times and any other information that will assist in the parts requisition process. Update the task due date. Add supporting photos to the task by clicking the add attachments icon: image.png
  4. Marquis staff review the parts requisition board daily and complete the next three fields - Part number, part availability and part price. The task is assigned to a Marquis staff member using 'Assignee', and additional comments and information are shared using the comments box at the bottom of the task. Use the @ feature to mention or notify someone of an update or relevant information. When this stage is complete, move the task to the 'TrailLIte - Parts approval' column.
  5. TrailLIte Group staff review the new information provided and raise a purchase order if required. The purchase order is sent to Marquis, and the details from the purchase order are added to the purchase order, quantity ordered and freight option fields. The task is moved into the 'Marquis - Parts purchase' column. Update the task due date.
  6. If the part is no longer required, the task should be moved to the 'Incomplete' column, and a note should be added to the comments section on why the transaction wasn't completed.
  7. Marquis staff process the purchase order and, when available, update the task with the shipping details - Freight reference number , Benimar ID, date left.
  8. When the goods are ready to be shipped, print the task by selecting 'print' from the options menu and use it as a packing slip: image.png
  9. The task is moved to 'TrailLIte - Awaiting delivery'. Update the task due date with the date the parts are expected in NZ
  10. TrailLIte staff update the due date and other relevant information on the purchase order in SAP.
  11. When the goods are received, goods receipt them using the usual method in SAP, note the goods arrival using the comments field, complete the task by pressing 'Mark complete' and move the task to the 'Complete' column.

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