Understanding Sourcing Requests
A Sourcing Request (SR) is a core workflow in Syncor. It is used to raise demand for products and/or services that are not available in Syncor and therefore cannot be purchased through the Purchase Request workflow.
Once a Sourcing Request has been approved, the ProcureNet team reviews the request, determines whether the requested products and/or services can be sourced, and then begins the sourcing process.
Status Flow
The lifecycle of a Sourcing Request follows this general path:
Draft -> Pending Approval -> In Review -> Sourcing -> Completed -> Closed
Pre-Approval Statuses
| Status | Description |
|---|---|
| Draft | Created but not yet submitted. Freely editable. |
| Pending Approval | Submitted and waiting for approver action. |
| Rejected | An approver rejected the request. Requestor can revise and resubmit. |
| Recalled | Requestor cancelled the request before full approval, returning the Status back to Draft. |
Post-Approval Statuses
Once an SR is fully approved, it is sent to ProcureNet for review and progresses through the stages:
| Status | Description |
|---|---|
| In Review | ProcureNet is reviewing your request. Additional information may be required from the requestor for clarification. |
| Sourcing | ProcureNet is actively sourcing the products and/or services in the request. |
| Completed | The products and/or services have been sourced and the request has been fulfilled. |
| Closed | The request has been closed because it is no longer required or has been cancelled. |
ProcureNet may request additional information while your Sourcing Request is In Review. The more information you provide on your sourcing request, the faster our team will be able to process your request.
Categories
Selecting the correct category helps route your request to the appropriate ProcureNet category manager.
Don't worry if you select the wrong category. Just do in your best. ProcureNet can reclassify requests where necessary.
Use the guidance below to select the category that best matches your requirement.
| Category | Use For | Examples |
|---|---|---|
| Office, Furniture & Kitchen | Includes products commonly found in offices, workspaces, meeting rooms, reception areas, kitchens, educational facilities, and administrative environments. See Food & Beverage for coffee & tea | stationary, monitor, laptop, toilet tissue, cutlery, disposable cups |
| Uniform & PPE | Includes clothing, footwear, personal protective equipment (PPE), and safety products used by employees, contractors, visitors, and operational personnel. | Safety shoes, gloves, helmets, uniforms |
| Logistics & Storage | Includes products used for storing, moving, lifting, protecting, packaging, organizing, and transporting materials, inventory, tools, and equipment within warehouses, distribution centres, workshops, facilities, sites, and operational environments. | Pallets, storage racks, cartons, bubble wrap |
| Cleaning & Personal Hygiene | includes products used for cleaning, sanitizing, disinfecting, washing, deodorizing, maintaining hygiene, and supporting cleanliness in workplaces, facilities, buildings, public areas, washrooms, kitchens, accommodation facilities, healthcare environments, and operational sites. See Office, Furniture & Kitchen for paper products like auto cut hand towels. | Glass cleaner, detergent, disinfectant, soap, mops, garbage bags |
| Food & Beverage | Includes any food and consumable drink product | Coffee, tea, milk, sugar, bottled water, dates |
| Catering Equipment | Includes equipment, appliances, utensils, serving products, food preparation equipment, food storage equipment, and catering support items used in kitchens, pantries, cafeterias, restaurants, hospitality environments, catering operations, food service facilities, accommodation sites, camps, and dining areas. See Office, Furniture & Kitchen for cutlery and disposable cups | Coffee machine, microwave, kettle, refrigerator |
| General Tools & Equipment | includes tools, testing devices, measuring instruments, workshop equipment, maintenance tools, fabrication tools, inspection equipment, and portable equipment used to perform work activities. | Drills, screwdrivers, multimeters, toolkits, ladders |
| MEP & Construction | Includes mechanical, electrical, plumbing, HVAC, construction, infrastructure, building services, and facility components that are installed into, connected to, or become part of a building, facility, asset, or construction project. | Pipes, valves, cable, lighting, cement |
| Automotive Equipment | Includes products used to maintain, repair, service, clean, protect, inspect, and support motor vehicles, fleet vehicles, trucks, buses, transport equipment, and mobile assets. | Tyres, engine oil, filters, brake pads |
Service Categories
| Category | Use For | Examples |
|---|---|---|
| Catering Services | Managed food services | Event catering, buffet catering, meal provision |
| Travel & Accommodation Services | Hotel and travel arrangements | Hotel bookings, staff accommodation |
| Cleaning & Disposal Services | Outsourced cleaning activities | Deep cleaning, waste disposal, janitorial services |
| Construction & Renovation Services | Contracted construction work | Refurbishments, fit-outs, renovation projects |
| Engineering Services | Specialist technical expertise | Inspections, calibration, engineering assessments |
| Facility Field Services | Site maintenance services | Landscaping, pest control, grounds maintenance |
| Equipment Maintenance & Repair Services | Repair and maintenance activities | Elevator maintenance, machinery servicing |
| Safety, Security & Signage Services | Safety and security support services | CCTV maintenance, signage installation |
| HVAC & Plumbing Services | Mechanical and plumbing services | AC servicing, leak repairs, plumbing maintenance |
| IT Services | Software and technology services | Software licences, IT support, SaaS subscriptions |
| Professional Services | Advisory and consulting services | Training, consulting, project management |
| Rental & Leasing Services | Temporary asset rental | Vehicle rental, generator rental, crane rental |
| Transport, Storage & Mail Services | Logistics services | Courier services, warehousing, freight |
| Water Supply & Treatment Services | Water-related services | Water delivery, water treatment, filtration |
Common Examples
Food & Beverage
✅ Coffee
✅ Tea
✅ Sugar
✅ Milk
✅ Bottled Water
❌ Coffee Machine (Use Catering Equipment)
Cleaning & Personal Hygiene
✅ Glass Cleaner
✅ Floor Cleaner
✅ Disinfectant
✅ Hand Soap
❌ Deep Cleaning Service (Use Cleaning & Disposal Services)
Facility Field Services
✅ Landscaping Service
✅ Pest Control Service
✅ Tree Trimming
❌ Fertilizer Product (Raise as a Product Request)
Catering Services
✅ Event Catering
✅ Corporate Lunch Service
✅ Buffet Service
❌ Coffee
❌ Tea
❌ Milk
(Use Food & Beverage)
If you're unsure which category to select, choose the category that is the closest match. ProcureNet will review and adjust the category if needed.
Requirements & Specifications
Provide enough information for the ProcureNet category buyer to identify, compare, and source the correct product.
Use the guidance below to determine which attributes are most relevant for your requirement:
For Products
where relevant, include the following information
Product Type
Describe what product is required.
Examples:
- Arabic coffee
- Bottled water
- Hand soap
- Glass cleaner
- Safety gloves
Form or Format
Describe the physical form or format of the product.
Examples:
- Ground
- Whole bean
- Instant
- Liquid
- Powder
- Gel
- Tablets
- Concentrate
Ready to Use or Concentrated
State whether the product is ready to use as supplied or requires preparation, mixing, dilution, installation, or assembly.
Examples:
- Ready to use
- Concentrated
- Dilute with water
- Requires assembly
- Requires installation
Pack Size, Weight, or Capacity
State the size of each individual unit.
Examples:
- 1 kg per bag
- 500 g per packet
- 5 litres per container
- 330 ml per bottle
- 100 pieces per box
Packaging Type
Describe how the product should be packaged or supplied.
Examples:
- Bag
- Bottle
- Box
- Carton
- Case
- Drum
- Packet
- Sachet
- Roll
Colour, Flavour, or Material
Include any required product characteristics.
Examples:
- Colour: White
- Flavour: Vanilla
- Material: Stainless steel
- Material: Food-grade plastic
- Material: Polypropylene
Quality Level
Indicate the expected quality or price tier.
Use one of the following levels:
- Economy: Suitable for basic or low-cost requirements where price is the main consideration.
- Standard: Suitable for normal operational use, with a balance between quality and price.
- Premium: Suitable when higher quality, appearance, performance, durability, or client expectations are important.
Brand Preference
State whether there is a preferred brand and whether equivalent alternatives are acceptable.
Examples:
- Any approved brand
- Preferred brand: [Brand Name]
- Preferred brand or equivalent
- No brand preference
Certification or Technical Standard
Include any mandatory certification, compliance requirement, technical specification, or industry standard.
Examples:
- Food-grade
- SASO compliant
- ISO certified
- CE certified
- Suitable for commercial use
- Suitable for outdoor use
- Compatible with existing equipment
Only include requirements that are genuinely needed. Adding unnecessary restrictions, such as a specific brand, certification, or premium quality level, may reduce the number of possible suppliers and increase the price.
Poor Example
Arabic
This does not provide enough information for the category buyer to identify the required product.
Better Example
Product Type: Arabic coffee
Form: Ground
Pack Size: 1 kg per bag
Packaging Type: Bag
Quality Level: Premium
Clear specifications help ProcureNet compare suitable products, obtain more accurate quotations, reduce clarification questions, and complete the sourcing process more quickly.
For Services
where relevant, include the following information
Scope of Work
Clearly describe the activities the supplier will be expected to perform.
Examples:
- Daily cleaning of offices, washrooms and common areas
- Monthly pest control treatment and inspections
- Quarterly HVAC preventive maintenance
Contract Duration
Specify how long the service is required.
Examples:
- 1 month
- 6 months
- 12 months
- 3 years
Service Hours
Specify when the supplier may perform the work.
Examples:
- During business hours
- After operating hours
- Weekends only
- 24/7 coverage
Asset or Area Information
Provide details of the assets, facilities or areas covered by the service.
Examples:
- 5,000 m² office building
- 20 washrooms
- 15 HVAC units
- 4 branch locations
Supplier Responsibilities
Specify what the supplier must provide.
Examples:
- Labour
- Equipment
- Tools
- Chemicals
- Consumables
- Personal Protective Equipment (PPE)
Deliverables
Define any outputs the supplier must provide.
Examples:
- Service reports
- Inspection reports
- Compliance certificates
- Maintenance records
- Photographs
Compliance Requirements
Specify any mandatory requirements.
Examples:
- Licensed supplier
- Manufacturer-certified technicians
- Municipality approvals
- Saudi regulatory compliance
- Insurance coverage
Health & Safety Requirements
Include any site-specific safety requirements.
Examples:
- Site induction required
- Permit to work required
- PPE mandatory
- Background checks required
Performance Requirements
Define how success will be measured.
Examples:
- Maximum response time
- Service level agreement (SLA)
- Monthly performance reviews
- KPI reporting
Special Requirements
Include any additional requirements.
Examples:
- Arabic-speaking personnel
- Ability to work in occupied buildings
- Emergency call-out support
Good Service example
Scope of Work
• The service must include inspection, treatment, monitoring and prevention of common pests including ants, cockroaches, rodents and flying insects.
Asset or Area Information
• Customer waiting areas
• Reception areas
• Offices
• Meeting rooms
• Staff facilities
• Washrooms
• Storage rooms
• External entrances
• Parking areas
• Waste collection areas
Approximate total area: 8,500 m² across all Sites.
Deliverables
The supplier must provide:
• Initial Site inspection report
• Treatment records
• Pest activity findings
• Recommendations for corrective actions
• Annual pest control summary report
Health & Safety Requirements
• The supplier must comply with all Site health and safety requirements as attached in Health & Safety Requirements Document
The more complete the specifications are, the faster the request can be assessed and sourced. Missing information may require clarification and create additional back-and-forth with the procurement team.
SR Number Format
Each Sourcing Request has a unique identifier: SR-XXX-NNNNN
For example: SR-RSG-00001
The middle portion, such as RSG, is derived from your organization's abbreviated name. In this example, RSG represents Rawasin Services Group.