Purchase Request

Purchase Request

Introduction

Purchase requests serve as a record in documenting the organization’s approval process of a purchase prior to the issuing of the purchase order. They authenticate the procurement team of an organization to issue purchase order to the vendors.

Purchase request allows the administrator or technician to request for items that are unavailable in the organization and attach quotes for the requested items. It also enables the administrator or technician to configure approvals and create purchase orders from purchase requests.

You can access and create purchase requests from the side bar in the Purchase Tab.



Create Purchase Request

  1. Go to the Purchase tab.
  2. If you are creating a purchase request for the first time, click New Purchase Request. Subsequently, you can click on the icon on the side bar. You can also create a purchase request from the Quick Actions menu by clicking the  icon on the application header.
  3. Enter the purchase request details. The subject, item name, and quantity fields are mandatory.
  4. Select the Enable Approval Process check box to set approvers and approval levels for the purchase request.
  5. Select approvers using the  icon. You can add more approval levels by clicking on the  icon.
  6. Click Save.

The created Purchase Requests will be listed in the side bar, under the purchase requests summary list. 

Purchase Requests List view

The purchase requests are listed on a side bar on the Purchase tab. You can hover a purchase request to view its current status information.
  1. Use the filter combo-box on the sidebar header to filter the PRs based on their status and expiry.


  1. You can sort the PRs displayed based on purchase request details such as ID, subject, related date, requester, due date, technician, and PR status using the drop-down highlighted below. Use the  icon beside the drop-down to sort the entries in ascending or descending order.

  1. Use the  icon to search through the PRs available in the selected filter.
  2. Use the  icon to create a new PR.
  3. Hover over a PR to edit or delete it. You can also click on a PR to access its details page.
  4. You can limit the purchase requests displayed on the side bar to 10, 20, or 30 PRs using the drop-down on the footer as shown below. Use the < or > icons to navigate to the next page.

Attach Quotes

Different quotes for the requested assets can be attached to a purchase request by using the Attachments option. Note that you can attach quotes only after a purchase request is created.
  1. In the Purchase tab, click on a purchase request from the side bar.
  2. Click on the Browse Files link. You can also drag a file to the attachments section.
  3. Select the file from your device.
  4. Click Open.

Edit/Delete Purchase Request 

On a purchase request details page, click Edit option to update the purchase request. Alternatively, you can hover over a purchase request on the side bar and click the  icon to edit it.
To delete a purchase request, hover over the purchase request on the side bar and click the  icon.



Submit for Approval 

You can submit purchase requests for approvals to remind the approvers via email notifications.

On the purchase request details page, click Submit for Approval on the header. You can also navigate to the Approvals tab and click the Notify Again link to resend approval notifications.


On the pop-up window, fill out the following details:
  1. The To field is auto-populated.
  2. A default subject is populated, you can edit the subject as needed.
  3. Enter the message to be sent in the email as Description.
  4. Click Submit.


Creating Purchase Order from Purchase Request   

You can create a purchase order for your purchase request from within the purchase request details page.
  1. Go to the Purchase tab. Click a purchase request from the list view.
  2. On the PR details page, click Create PO.
  3. On the displayed window, map the purchase request items to corresponding categories and sub-categories (only for asset and service).
  4. Fill out the details such as PO name, vendor details, and shipping and billing addresses in the purchase order form.
  5. You can edit all fields except Price and Quantity fields.
  6. To enable the PO approval process, go to the PO Approver's List section and click   icon. Select the approvers and click Add.
  7. Use icon to add more approval levels.
  8. Add attachments, if any.
  9. Click Save Purchase Order.
 

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