Purchase requests

A purchase request (also called a material request) captures internal demand, what a department or the shop floor needs, before any commitment to a vendor. It separates “what we need” from “what we order”, giving you budget control and an audit trail upstream of the PO.

Raising a request

1. Open Purchase Request and add item lines: item and quantity. Items are matched against the Item Master.
2. Set the source/receiving warehouse: where the goods should eventually land, and the need-by date.
3. Add the requester’s department and a justification where required.
4. Save. The request gets a unique number and opens as Open. A request with no lines can’t be submitted.

The receiving warehouse you set here defaults onto the PO created later, so the request-to-PO chain stays traceable, and it’s recorded in the audit log.

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Add a screenshot here: the purchase-request form with item lines, source/receiving warehouse, need-by date, department and justification.

The requisition lifecycle

Once submitted, a request follows a controlled path:

1. It routes through the configured approval chain.
2. On approval it can be converted to a PO (or to an RFQ first).
3. Its fulfilment status is visible: open / partially converted / fully converted / cancelled.

Edits are blocked after submission (use the amendment flow with re-approval), and cancelling needs a reason and is blocked once any line has been converted. Every state change is audited, and approvers and the requester get in-app and email notifications.

Approving a request

Where request approval is enabled:

1. An eligible approver approves or rejects the submitted request, with a comment.
2. Only approved requests can be converted to a PO.
3. The decision is audited.

Converting a request to a PO

You create a PO from one or more approved request lines, keeping demand and procurement linked:

1. Select the approved request lines to order.
2. Generate a PO carrying those items and quantities. The PO references the source request(s), and the request lines reference the PO.
3. Ordering part of a line marks it Partially Ordered; ordering all of it marks it Fully Ordered.

You can’t order more than the request’s open quantity, over-ordering is blocked or warned per your configuration. Multiple request lines can roll into a single PO.