Purchase Requests — User Guide
Module: Purchase
Audience: Requesters, procurement staff, approvers, warehouse operators
Version: 1.0.0
Last updated: 2026-07-22
Overview
A purchase request (PR) is an internal requisition for goods or services. You create a PR with the items you need, optionally send it through approval, route it to the warehouse if stock is available, compare vendor quotes, and convert an approved request into a purchase order.
Prerequisites
| Role | Typical permissions |
|---|---|
| Create / edit PRs | Purchase Request → Create and Edit |
| View all PRs | Purchase Request → View |
| View own PRs only | Purchase Request → View own (requester, assigned vendor contact, or approver) |
| Change status manually | Purchase Request Change Approve Status → Edit |
| Send to warehouse | Purchase Request → Edit |
| Fulfill from warehouse | Warehouse internal delivery note → Create (or administrator) |
| Convert to PO | Purchase Orders → Create |
Step-by-step: Create a purchase request
- Go to Purchase → Purchase request.
- Click New (or equivalent add action).
- Complete the header:
- Request name and description
- Department and requester
- Project (optional)
- Vendors to invite (optional, for RFQ)
- Currency and RFQ dates (if used)
- Add line items (item, quantity, unit, price, tax as applicable).
- Choose one of:
- Save — keeps the PR as a draft (when approval is configured) or approves it immediately (when no approval rules exist).
- Save & Send for Approval — saves and submits to configured approvers; status becomes Submitted.
Expected result: The PR appears in the list. After approval (if required), status becomes Approved.
Step-by-step: Edit a purchase request
- Open Purchase → Purchase request.
- Use Edit on a row (only available when status is Draft or Submitted).
- Update header or lines and save.
You cannot edit a PR after it has been approved, rejected, or moved into warehouse/fulfillment statuses.
Step-by-step: Approve or reject
Workflow approval (assigned approvers)
- Open the PR preview from the list.
- On the Information tab, use the approval controls (approve, reject, or sign if required).
- Add a note or signature when prompted.
When all required approvers complete their step, the PR status becomes Approved or Rejected.
Manual status change (administrators)
Users with Purchase Request Change Approve Status can use the status dropdown on the preview to mark a PR as Draft, Approved, or Rejected without going through the workflow.
Step-by-step: Send to warehouse
Use this when approved items should be picked from existing stock.
- Open an Approved PR.
- Go to the Warehouse fulfillment tab.
- Click Send to Warehouse.
Expected result: Status changes to Sent to Warehouse. Configured warehouse staff receive notifications.
Step-by-step: Warehouse fulfillment
For warehouse staff when a PR is Sent to Warehouse:
- Open the PR → Warehouse fulfillment tab.
- Select the fulfillment warehouse.
- Enter fulfilled quantity per line (cannot exceed available stock).
- Add a reason for any partial fulfillment.
- Submit fulfillment.
Outcomes:
| Result | New status |
|---|---|
| All lines fully fulfilled from stock | Warehouse Fulfilled |
| Some lines partially fulfilled | Partially Fulfilled |
| No stock available | Procurement Required |
Confirm delivery (requester)
When status is Warehouse Fulfilled, the requester can confirm delivery on the preview. Status then becomes Completed.
Step-by-step: Compare quotes and bid approval
- Open an approved PR with vendor quotations.
- Go to the Compare quotes tab.
- Score or compare vendor responses and select a winning quote.
- Submit bid analysis for approval if your organization requires it.
If Require bid approval before PO conversion is enabled in Purchase settings, you must complete bid approval before creating a purchase order from this PR.
Step-by-step: Convert to purchase order
- Open an Approved PR (bid approval complete if required).
- From the list actions menu, choose Convert to purchase order (or use the equivalent action on the preview).
- The system creates a draft PO with lines copied from the PR and opens the PO form for review.
Vendor selection prefers the winning quotation; otherwise the first vendor on the request.
Purchase request statuses
| Status | Meaning |
|---|---|
| Draft | Editable; not yet submitted for approval |
| Submitted | Awaiting approver action; still editable |
| Approved | Ready for warehouse send or PO conversion |
| Rejected | Not proceeding |
| Sent to Warehouse | Awaiting warehouse fulfillment |
| Warehouse Fulfilled | Stock issued; requester may confirm delivery |
| Partially Fulfilled | Some stock issued; remainder may need procurement |
| Procurement Required | No warehouse stock; proceed via PO |
| Completed | Request closed |
Attachments, PDF, and vendor link
- Attachments tab: upload supporting documents.
- PDF: download or view from the Information tab.
- Public link: share the vendor portal URL (with security hash) so invited vendors can view the RFQ.
Common issues
| Symptom | Likely cause | What to do |
|---|---|---|
| Cannot edit PR | Status is not Draft or Submitted | Create a new PR or ask admin to reset status |
| Save & Send for Approval does nothing | Approval rules not configured | Check Purchase → Settings → Approval |
| Cannot convert to PO | PR not Approved, or bid approval pending | Complete approvals first |
| Send to Warehouse missing | PR not Approved | Wait for approval |
| Cannot confirm delivery | You are not the requester, or status is not Warehouse Fulfilled | Requester confirms after warehouse completes |
| Fulfillment rejected (stock) | Fulfilled qty exceeds warehouse availability | Lower quantity or choose another warehouse |
| Prices hidden on PR | Hide prices setting enabled | User needs Purchase Orders view permission |
| Access denied on preview | view_own only; not requester/vendor/approver | Open with correct account |
Related features
- Purchase orders — edit
- Purchase quotations (vendor estimates linked to PRs)
- Purchase → Settings (prefix, approval, warehouse notifications, bid approval)
- Warehouse internal delivery notes