How to Add Purchase Request
Overview
Creating a Purchase Request initiates your procurement process. This formal request captures what you need, why you need it, when you need it, and routes it through the proper approval chain before purchasing.
Prerequisites
Before creating a Purchase Request:
- User role has "Create Purchase Request" permission
- Items to be purchased exist in Item Master
- Department and Cost Head configured in system
- Approval workflow set up for your department
Step-by-Step Guide
Step 1: Navigate to Add Purchase Request
- Go to Purchase from sidebar
- Click Purchase Request
- Click Add Purchase Requisition button (green plus icon)
- Add form opens
Step 2: Fill Basic Information
Requisition ID
- Auto-generated (e.g., PR-1002)
- Click edit icon to customize if needed
- Must be unique across system
Requisition Name
- Descriptive name for the request
- Example: "Q4 Marketing Materials", "Office AC Repair", "Monthly Stationery"
- Helps in quick identification and search
Requisition Date
- Defaults to today's date
- Can be changed using date picker
- Format: DD/MM/YYYY
Step 3: Select Requisition Type
Choose the appropriate type from dropdown:
| Type | When to Use | Required Fields |
|---|---|---|
| One Time | Single purchase requirement | Requisition Date only |
| Recurring | Periodic purchase over a period | Start Date + End Date required |
Examples:
- One Time: New laptop, project equipment, office furniture
- Recurring: Monthly consumables, quarterly maintenance, annual subscriptions
Step 4: Set Department and Cost Head
Department
- Select from dropdown (e.g., Admin, Finance, Sales)
- Used for approval routing
- Determines who approves the request
Cost Head
- Select cost category from dropdown
- Examples: Indirect Material, Raw Material, Packaging, Overhead
- Used for budget tracking and financial reporting
Step 5: Configure Date Range (If Recurring)
Start Date
- Beginning of requisition validity period
- Click calendar icon to select
- Format: mm/dd/yyyy
End Date
- End of requisition validity period
- Must be after Start Date
- Request expires after this date if not processed
Note: For one-time requests, start and end dates are optional
Step 6: Add Business Justification
Business Justification Field
- Text area for explaining the need
- Why this purchase is necessary
- How it benefits the business
- Any urgency or special requirements
Good Examples:
- "Annual maintenance contract renewal for CRM system. Current contract expires on 30/11/2025. Critical for sales operations."
- "Marketing materials for upcoming product launch event on 15/11/2025. 500 brochures and 200 banners required."
- "AC repair for conference room - not functioning. Affecting client meetings."
Helps approvers:
- Understand context quickly
- Make faster decisions
- Prioritize urgent requests
Step 7: Add Items to Request
Items Tab (default view)
Click Select an Item field:
- Search or scroll to find item
- Click search icon to browse Item Master
- Select required item
For each item row, fill:
| Field | Description | Required |
|---|---|---|
| Item Details | Product/service from Item Master | |
| Qty | Quantity needed | |
| Unit Price | Expected price per unit | |
| Tax Rate | Select GST rate (auto-filled from item) | |
| Tax Amount | Auto-calculated (Qty × Price × Tax%) | Auto |
| Amount | Total line amount (auto-calculated) | Auto |
To add more items:
- Click + (plus icon) below the item row
- New row appears
- Repeat the process
To remove an item:
- Click trash/delete icon on the row
Step 8: Apply Discount (Optional)
Discount Settings (above item table)
Two discount options:
Discount at Item Level:
- Select "Discount at item level" from dropdown
- Add discount column appears in item table
- Enter discount % or amount per item
Unit Is Tax Exclusive:
- Checkbox option
- Check if prices entered are excluding tax
- Uncheck if prices include tax
Total Amount:
- Displays on right side
- Auto-calculated as items are added
- Updates with discounts and tax
Step 9: Attach Documents
Documents Tab
Click Documents tab next to Items tab
To attach files:
- Click attachment area or drag files
- Supported formats: PDF, JPG, PNG, Excel, Word
- Max file size: 10MB per file
- Multiple files allowed
What to attach:
- Vendor quotations
- Technical specifications
- Approval emails
- Budget approvals
- Reference documents
Step 10: Review Summary
Check right panel summary:
- Start Date: Verify if set
- End Date: Verify if set
- Total Amount: Matches expectation (shown in ₹)
- Business Justification: Complete and clear
Bottom section displays:
- Sub Total: Sum of all items
- IGST: Tax amount
- Total Amount: Final request value
Step 11: Save or Submit
Two options:
Cancel Button (gray)
- Discards all changes
- Returns to Purchase Request list
- No data saved
Add Button (green)
- Saves the Purchase Request
- Status set to "Open"
- Triggers approval workflow if configured
- You can view in Purchase Request list
After clicking Add:
- Success message appears
- Request gets unique PR number
- Routed to approver (if workflow exists)
- Email notifications sent to approvers
Verification
After creating Purchase Request:
- PR appears in Purchase Request list with "Open" status
- All item details are correct
- Total amount is accurate
- Approver receives notification (if workflow active)
- Documents are attached and viewable
Common Scenarios
Scenario 1: Office Supplies Request
Details:
- Type: One Time
- Department: Admin
- Cost Head: Indirect Material
- Items: Printer paper (5 reams), Pens (50 pieces), Staplers (3 units)
- Justification: "Monthly office supplies replenishment"
Scenario 2: Annual Software License
Details:
- Type: Recurring
- Start: 01/01/2026
- End: 31/12/2026
- Department: IT
- Cost Head: Software License
- Item: Adobe Creative Cloud - 10 licenses
- Justification: "Annual subscription renewal for design team. Current license expires 31/12/2025."
Scenario 3: Urgent Equipment Repair
Details:
- Type: One Time
- Department: Production
- Cost Head: Maintenance
- Item: CNC Machine Repair Service
- Justification: "Machine breakdown - production stopped. Urgent repair needed within 24 hours."
- Attach: Vendor quote, breakdown report
Common Issues & Solutions
Issue 1: Cannot Find Item in Dropdown
Solution:
- Item may not exist in Item Master
- Go to Item Central → Items → Add Item
- Create the item first, then return to PR
Issue 2: Total Amount Shows ₹0.00
Solution:
- Check if Qty and Unit Price are entered
- Verify item row is not empty
- Ensure numeric values, not text
Issue 3: Cannot Submit Request
Solution:
- Verify all mandatory fields filled (red validation messages)
- Check if at least one item is added
- Ensure Business Justification is provided
- Confirm Department and Cost Head selected
Issue 4: Approval Not Triggered
Solution:
- Check if approval workflow is configured for your department
- Verify your user role has permission to create PR
- Contact admin to set up approval rules
Related Guides
Best Practices
Tips for Faster Approvals
Provide detailed business justification with clear benefits and urgency level
Attach vendor quotes upfront to help approvers compare options and make decisions faster
Use clear, descriptive requisition names that identify the purpose at a glance
For recurring needs, set realistic date ranges and monitor to avoid expired requests
Need help? Contact support at support@bizconnekt.com