Purchase Request Overview
What is Purchase Request?
Purchase Request (PR) is the starting point of your procurement cycle. It's a formal request to purchase goods or services, requiring approval before converting to a Purchase Order. This ensures budget control, proper authorization, and complete audit trail for all purchasing decisions.
Who Uses This?
Department Heads
Raise requests for their team's material and service needs
Purchase Team
Review requests and convert approved ones to Purchase Orders
Approvers
Review and approve requests based on budget authority
Finance Team
Track spending commitments and budget utilization
Key Features
Request Management
- Flexible Types: One-time or recurring requisitions
- Cost Tracking: Link to cost heads and departments
- Multi-Item: Add multiple items per request
- Business Justification: Capture reason for purchase
- Date Range: Track validity period for requests
Control & Compliance
- Approval Routing: Auto-route based on amount and department
- Budget Control: Validate against allocated budgets
- Document Attachment: Add quotes, specifications, approvals
- Status Tracking: Monitor from draft to PO conversion
- Audit Trail: Complete history of changes and approvals
How It Works
Typical Workflow
- Create Request: Department raises PR with items, quantities, and justification
- Submit for Approval: Request routes to approver based on workflow rules
- Review & Approve: Approver reviews details and either approves or rejects
- Convert to PO: Purchase team converts approved PR to Purchase Order
- Track Status: Monitor request through procurement cycle until completion
Request Types
| Type | Description | Use Case |
|---|---|---|
| One Time | Single purchase request | Project materials, capital equipment, one-off services |
| Recurring | Periodic purchase with date range | Monthly consumables, annual maintenance contracts, utilities |
Status Flow
Alternative Statuses:
- Expired: End date passed without conversion
- Rejected: Approval denied
Getting Started
| Task | Guide | Time Required |
|---|---|---|
| Create New Request | How to Add Purchase Request | 5 minutes |
| View All Requests | How to View Purchase Requests | 2 minutes |
| Track Request Status | Track Request Progress | 3 minutes |
Related Sections
- Purchase Orders - Convert approved PR to PO
- Approvals - Approve pending requests
- Suppliers - Manage supplier master
- Items - Item master for requisitions
Quick Tips
Best Practices
Always provide detailed business justification - it helps approvers make faster decisions and creates better audit documentation
For recurring needs, use recurring type with proper date range to track periodic requirements and avoid duplicate requests
Attach vendor quotes and specifications upfront to speed up approval and PO conversion process
Need help? Contact support at support@bizconnekt.com