Add a purchase request
Ask to buy something. Fill in the request details, add the items and click Add. The number and today's date are filled in for you.
Quick add
- Go to Purchase › Requisition and add a new request.
- Type a Requisition Name and pick the Cost Head. Check the Department.
- Set the Start Date and End Date, and write the Business Justification.
- On the Items tab pick each Item Details, then enter Qty, Unit Rate and the tax rate.
- Click Add.
Done. The request opens in the Requisition list with its preview, in Open status, or In Review if an approval workflow applies.
Full guide
Every part of the form, top to bottom. Open Fields in a section for the detail. All the request details below are required.
Request details
Who is asking and why. The Requisition ID is the next number in your series. Click the pencil beside it to type your own, then the save icon to lock it in. It cannot be changed after the request is saved.
Fields in this section
| Field | Required | What to enter |
|---|---|---|
| Requisition ID | Yes | Filled in for you. |
| Requisition Name | Yes | A short name, for example "Q4 packaging". |
| Requisition Type | No | One time is the only choice today. |
| Requisition Date | Yes | Today by default. |
| Department | Yes | Your own department by default. Pick another if the request is for it. |
| Cost Head | Yes | Raw Material, Employee Expense, Indirect Material, Packaging, Logistics or Others. |
| Start Date | Yes | When you need the goods or service to begin. |
| End Date | Yes | When the need ends. It cannot be earlier than the Start Date; the same day is fine. |
| Business Justification | Yes | Why you need it. Approvers read this. |
Items
On the Items tab, add what you need. A request names no supplier, so the Unit Rate is your estimate, and the buyer can change it on the purchase order. Click the plus below the table for another line.
Fields in this section
| Column | Required | What to enter |
|---|---|---|
| Item Details | Yes | Search by name or code. Only active items can be saved. |
| Qty | Yes | How many you need. |
| Unit Rate | Yes | The price you expect to pay for one. |
| GST Rate (India) / Tax Rate (UAE, United Kingdom) | Yes | Pick the rate that applies. |
| Tax Amount, Amount | Calculated | Worked out for you. |
Fill each line before adding the next. If a line is incomplete you see "Please fill ... before adding."
Totals and currency
Check the totals before you save. They show Sub Total, the tax and Total Amount. The currency is your business currency. If you pick another currency, you must also enter its conversion rate.
Tax shows as one IGST line, because a request has no supplier to decide whether the sale is within your state.
Tax shows as one VAT line.
Attachments
Click View Attachments to add files, such as a quote or a spec sheet. You can attach up to 5 files. The count shows in brackets.
Add, Update or Cancel
Add creates the request. When you edit, the button reads Update. Cancel leaves without saving. After Add you see a confirmation, such as "Purchase Request added", and land on the list with the new request open. The status is Open, or In Review when your business has an approval workflow for purchase requests.
Scenarios
Problems and fixes
A field shows red and the request will not save
All the request details are required, including both dates and the Business Justification. Fill each red field.
It says an item is not active
Only active items can be requested. Open the item and make it active, or pick another.
It asks for a conversion rate
You picked a currency other than your business currency. Enter its rate, or go back to the business currency.
I cannot add the next line
The last line is incomplete. Pick the item and enter Qty, Unit Rate and the tax rate.
The form shows "no access" or I cannot add
You need permission to create purchase requests. Ask your admin to grant it.