State procurement workflow

Texas Military Department Procurement Process

Meet SFC Smith

SFC Smith needs to complete a requisition. Follow me through the process.

ACCESS REQUISITION PROCUREMENT RECEIVING
At a glance

Four Phases of the Procurement Process

Steps 1-5

Phase I:
Access

Complete training, obtain CPA authorization. And verify access..

Steps 6-11

Phase II:
Requisition

Create the requisition correctly, move through the approval chain, and enter the procurement worklist.

Steps 12-17

Phase III:
Procurement

Buyer assignment, method determination, purchase order creation, dispatch, and vendor fulfillment.

Steps 18-21

Phase IV:
Receiving

Delivery, receipt entry, invoice routing, and payment.

So you need to buy something for your program?

Before you can do that, you need to build a profile in the CAPPS system.

1

Request CAPPS Access.

To request access for CAPPS complete the required list from step 4 below.

  • Keep in mind that you must create a CAPPS profile before you can submit a requisition for goods or services.
2

The Training

Think of this as your driver’s ed. You’ve got to complete the mandatory CAPPS Requisitions, Approving, & Receiving course first. You can’t skip this; the system won’t let you move forward without it. Finished your training? Save your certificate. You’ll need to send this in as part of your application for access.

Required Course

  • Finish the CAPPS Requisitions, Approving, & Receiving training.
  • The system will not let you move forward without it.

Your Checklist

  • Save the course completion certificate.
  • Keep it ready for your CAPPS Security submission.
Open Training
3

Training Complete. Two Additional Forms Are Required.

Form number one: Confidential Treatment of Information Acknowledgement (CTIA) form, which confirms that you’ll keep data safe.

Form number two: CAPPS Security Permission Form, filled out by the service member and signed by the supervisor to authorize submitting requisitions in CAPPS.

Form Number One: CTIA FormForm Number Two: CAPPS Security Permission Form
4

Submit Your Required Documentation - 3 Forms Required.

Send the following to CAPPS Support at capps_support@military.texas.gov:

Submit the following three forms.

  • Form Number One: Training Completion Certificate
  • Form Number Two: CTIA
  • Form Number Three: CAPPS Security Permission Form
Click here for email address
5

Verify CAPPS Access

You’ll get an email when your access is live. Log in immediately to the CAPPS Portal. Navigate to the Purchasing area to make sure you can see the Requisition buttons. If it’s blank or you don’t see Purchasing or Requisition, tell the CAPPS Support team at capps_support@military.texas.gov.

What to Check

  • Log in to the CAPPS Portal as soon as access is granted.
  • Open the Purchasing area and confirm Requisition options appear.
Open CAPPS Login
6

How to Submit a Requisition Once You Have a CAPPS Profile.

Use the checklist to ensure all necessary documents, including quotes and other requirements, are current before submitting the requisition online through CAPPS.

Checklist Submission

The checklist will be submitted online through the CAPPS portal and attached to the requisition at the last step of the CAPPS process.

Download Checklist

Use the procurement checklist before submitting so you can confirm all required documentation is attached and current.

Download the Procurement Checklist

Over $25,000

  • For purchases of services and goods over $25,000, a CAPPS requisition is required, along with all documentation in the checklist.
  • A buyer from Procurement will reach out for additional information and requirements depending on total cost. This may take days or weeks depending on time of year; many steps occur before the buyer receives the initial requisition.

Compliance Reminders

  • Do not divide purchases to bypass thresholds. Split purchases are illegal.
  • Mandated sources must be used first to obtain quotes. Refer to the checklist; consider TCI and WorkQuest as needed.
TCIOpen TCIWorkQuestOpen WorkQuestDIROpen DIRRequisition document checklist PDFDownload the Procurement Checklist
7

First Level Approval Within the Program

Once you submit, your request begins the approval process within the program. In CAPPS, you can check the workflow approval status to see who currently has action on the requisition and whether it has been pushed back for correction.

Approval Flow

  1. Level 1 (Step 7): Program approver
  2. Level 2 (Step 8): Budget analyst
  3. Level 3 (Step 9): Accounts payable
  4. Level 4 (Step 10): Executive approval when required

What to Watch For

  • Review comments and workflow notes in CAPPS.
  • A pushback sends the requisition back for correction.
  • A denial closes the requisition and may require it to be rebuilt.
  • The program approver reviews pricing, justification, and overall completeness.
8

Second Level Approval – Budget Analyst

The second-level approver is the Budget Analyst. Depending on who manages the program budget, either an OSA Budget Analyst or Program Budget Analyst verifies financial coding and asset classifications. They make sure the accounting codes are perfect and the money is actually there.

Budget Review

  • Checks coding accuracy.
  • Confirms funds are available.
  • Confirms whether asset handling is required.
9

Third Level Approval – Accounts Payable

Accounts Payable reviews the requisition packet for payment readiness and compliance with downstream payment requirements.

AP Review

  • Checks supporting documents.
  • Confirms the packet is complete enough for downstream payment processing.
9a

Special Review – IT / Asset Checks

Some requisitions need extra checks before final approval. Technology purchases may go to IT, and certain item types may require asset review.

When It Applies

  • IT confirms technical compatibility and standards when needed.
  • Asset review helps identify controlled or capital asset requirements.
10

Executive Approval (When Required)

Higher-dollar or specially sensitive requisitions may require executive-level approval before procurement can proceed.

Final Internal Approval

  • Applies only when required by the purchase type or threshold.
  • Completes the approval workflow before Procurement takes over.
11

Procurement Actually Begins Here.

Once the last approver signs, you’ll get an automated email. Your request is now officially in the OSA Procurement Worklist.

What Happens Next

  • The approval workflow is complete.
  • OSA Procurement takes over the buying process.
12

A Buyer is Assigned to the Requisition.

A buyer is assigned to your request. They are now your main point of contact.

What Changes

  • The requisition moves from approvals to procurement handling.
  • Your assigned buyer becomes the primary procurement contact.
13

The Buyer Reviews the Requisition Packet.

The buyer reviews the requisition packet to make sure it meets state purchasing requirements. If more information is needed, the buyer will reach out to the requester. If the goods or services exceed the $25,000 threshold, the buyer may also request additional documentation.

Buyer Focus

  • Request details
  • Attachments and supporting documents
  • Compliance with procurement rules and thresholds
14

Solicitation (If Required)

If required, the buyer reaches out to vendors and uses the correct procurement method for the purchase size and type.

What the Buyer Does

  • Contacts vendors as required.
  • Runs the needed procurement method for the purchase size and type.
15

Solicitation Closed, Vendor Selected.

After reviewing responses, the buyer selects the vendor that offers the best value and meets the state’s requirements.

Selection Goal

  • Choose the vendor that best meets state requirements and value considerations.
16

The Buyer Creates the PO.

The buyer creates the PO.

What the PO Does

  • Formalizes the order.
  • Prepares the purchase order for dispatch to the vendor.
17

Purchase Order Dispatched

The purchase order is dispatched. The vendor receives the official purchase order and may legally begin building, packing or shipping the requested goods or performing the requested services.

During Fulfillment

  • The requester can maintain communication with the vendor as needed.
  • The requester must notify procurement buyer if the order timing or scope changes.
  • The requester is responsible for informing the buyer of any changes communicated by the vendor.
18

Delivery Day

Your items arrive or the service is finished. Check everything. Make sure it is exactly what you ordered and that it is not damaged.

On Receipt

  • The requester must inspect goods or confirm services are complete.
  • The requester must verify the order is accurate and undamaged.
  • It is the requester’s responsibility to notify the buyer and procurement office of inaccurate, damaged, or incomplete goods.
18a

Asset Management — TMDAM 3-1 (Asset Tag Request)

If the requisition is a Capital or Controlled Asset, you have to email the TMDAM 3-1 (Asset Tag Request Form) to OSA Asset Management at tmdassets@military.texas.gov.

Required Action

  • Complete the TMDAM 3-1 form.
  • Email it to OSA Asset Management.
Open Asset Tag Request FormEmail Asset Management
19

Invoice Submitted by Vendor

Vendors usually submit invoices directly to OSA Accounts Payable. If the requester receives an invoice by email or hard copy, forward it to OSA Accounts Payable at payables@military.texas.gov and the procurement buyer.

What Happens

  • Vendors usually send invoices for payment processing.
  • Any invoice received by the requester must be forwarded to OSA Accounts Payable at payables@military.texas.gov and the procurement buyer.
20

Procurement Receiving

You must go back into CAPPS and enter a Receipt. This is the most important step—it tells the state, “I have the items, you can pay the vendor now.”

Your Action

  • Enter the receipt in CAPPS after delivery or service completion.
  • Use the actual receipt date.
21

The Check is Sent

Accounts Payable matches your Requisition, the PO, and your Receipt. Once they have all three, they send the payment to the vendor. Process complete!

Final Step

  • AP completes the match process.
  • The vendor is paid.
  • The procurement cycle is complete.

Comments & Suggestions

Have comments or suggestions about this process? Contact us at capps_support@military.texas.gov.

Quick Reference Checklist

Approvals

  • Requesters cannot approve their own requisitions.
  • Requisitions over $25K need Executive Level approval.
  • Pushbacks need action fast; denials are dead ends.

Receiving

  • Enter receipts immediately when goods arrive or services end.
  • Use the actual final delivery or service date.
  • Always place the invoice number in the Lading field.
SFC Smith Do you want to see what's behind the scenes?