Purchase Request

Purchase Request allows you to create requests for items that need to be purchased. These requests go through an approval workflow before becoming purchase orders.

Overview

When you need to buy items, start by creating a Purchase Request. Once approved, it can be converted to a Purchase Order for ordering from suppliers.

Page Layout

• Create Purchase Request - Start new request
• Search - Find existing requests
• Filter - Filter by status, date, requester
• Purchase Requests Table - List of all requests

Table Columns

Column	Description
PR Number	Unique request reference
Request Date	When request was created
Requester	Person who made the request
Department	Requesting department
Items	Number of item types
Total Amount	Estimated total cost
Status	Pending, Approved, Rejected
Actions	View, edit, approve, convert to PO

Request Status

• Draft - Being created, not yet submitted
• Pending - Submitted, awaiting approval
• Approved - Approved, ready for PO
• Rejected - Declined by approver
• Converted - Changed to Purchase Order
• Cancelled - Request cancelled

Common Tasks

Creating a Purchase Request

1. Click + Create Purchase Request
2. Fill in header information:
   • Purpose - Why items are needed
   • Priority - Normal, Urgent, Critical
   • Required By - When items are needed
3. Add items:
   • Click Add Item
   • Select item or enter new item details
   • Enter quantity needed
   • Add estimated price (optional)
4. Add notes or attachments if needed
5. Click Submit to send for approval

Adding Items to Request

1. Click Add Item
2. Search for existing item or create new
3. Enter:
   • Quantity required
   • Unit of measurement
   • Estimated unit price
   • Specifications (if any)
4. Click Add
5. Repeat for more items

Editing a Draft Request

1. Find the request (must be Draft status)
2. Click Edit
3. Make changes
4. Click Save or Submit

Submitting for Approval

1. Review all request details
2. Ensure all required fields are complete
3. Click Submit
4. Request goes to approver(s)

Checking Request Status

1. Find your request in the list
2. View the Status column
3. Click to see approval history

Approval Workflow

Create Request → Submit → Manager Review → Finance Review → Approved → Convert to PO
                                         ↓                       ↓
                                    Request Changes         Rejected

Tips

• Be Specific - Include detailed item specifications
• Accurate Estimates - Research prices before submitting
• Allow Lead Time - Request well before items are needed
• Group Related Items - Put related items in one request
• Follow Up - Check status if approval is delayed

Related Pages

• Purchase Order - Create orders from approved requests
• Suppliers - Supplier information
• Purchase Request Workflow - Approval settings

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💡 Note: Purchase requests require approval before items can be ordered. Plan ahead for approval time.