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How to View Purchase Requests

Overview​

The Purchase Request list provides comprehensive access to all requisitions with advanced filtering, column customization, expandable detail panels, and quick actions for managing requests throughout their lifecycle.

Accessing Purchase Request List​

Step 1: Navigate to Purchase Requests​

  1. Go to Purchase from sidebar
  2. Click Purchase Request
  3. Click View Purchase Requisition tab
  4. Request list displays

Understanding List View​

List Columns​

The Purchase Request list displays:

ColumnDescription
Requisition#Unique PR ID (e.g., PR-1001)
Requisition DateDate request was created
Start DateValidity start date (for recurring)
Cost HeadExpense category (Indirect Material, Raw Material, etc.)
DepartmentRequesting department (Admin, Finance, etc.)
End DateValidity end date (for recurring)
Total AmountTotal request value in ₹
Requisition NameDescriptive name of request
Requisition TypeOne time or Recurring
StatusOpen, In Review, Expired (color-coded badges)
ActionQuick action menu (view, edit, more options)

Column Customization​

Customize Visible Columns​

To customize columns:

  1. Click Action menu (≡) in table header
  2. Column Settings panel opens on right
  3. Options available:
    • Drag to reorder columns
    • Check/uncheck to show/hide columns
    • Select All (10 of 14) - toggle all columns
  4. Individual column toggles:
    • ☑️ Requisition#
    • ☑️ Requisition Date
    • ☑️ Start Date
    • ☑️ Cost Head
    • ☑️ Department
    • ☑️ End Date
    • ☑️ Total Amount
    • ☑️ Requisition Name
    • ☑️ Requisition Type
    • ☑️ Status
    • And more...
  5. Click Reset to Default to restore original view
  6. Changes apply immediately

Understanding Status Badges​

StatusColorMeaning
OpenGreen badgeActive request, can be processed
In ReviewYellow badgeUnder approval process
ExpiredRed badgeEnd date passed, no longer valid
ApprovedBlue badgeApproved, ready for PO conversion
ClosedGray badgeConverted to PO or manually closed

Searching and Filtering​

Search functionality:

  • Search field: "Search in Purchase Request"
  • Searches across: Requisition#, Requisition Name, Department
  • Real-time filtering as you type
  • Case-insensitive search

Quick filters:

  • Filter by Status (Open, Expired, In Review)
  • Filter by Department
  • Filter by Cost Head
  • Filter by Date Range
  • Filter by Requisition Type

Expanding Request Details​

Quick View Expansion​

To view request details inline:

  1. Click ▼ arrow next to Requisition#
  2. Row expands showing detail tabs
  3. Available tabs:
    • Items - Line items and quantities
    • Documents - Attached files

Items Tab (Expanded View)​

When row is expanded, Items tab shows:

ColumnDescription
Item NameProduct/service code (e.g., SV00234)
Item DescriptionShort description (e.g., cx)
QtyRequested quantity (e.g., 1000)
Unit PricePrice per unit (e.g., ₹100.00)
GST RateTax percentage (e.g., 18%)
AmountLine total (e.g., ₹1,00,000.00)

Summary totals shown below items:

  • GST: Total tax amount
  • Sub Total: Sum before tax
  • Total: Final amount

Documents Tab (Expanded View)​

Shows attached files:

  • File icon with filename (e.g., Purchase Request_Business Case.png)
  • Click filename to view/download
  • Shows all supporting documents:
    • Vendor quotations
    • Specifications
    • Approvals
    • Reference files

If no documents attached:

  • Empty state shown
  • Message: "No documents attached"

Detail Panel View​

Full Request Details​

Click Requisition# or row to open detail panel:

Header section shows:

  • Purchase Requisition #PR-1001 (in red banner)
  • Supplier/Vendor details (if linked):
    • Company name with avatar
    • GSTIN number
    • Full address
    • Location

Right side displays:

  • Status badge (Open, Expired, etc.)
  • Requisition ID: PR-1001
  • Requisition Date: 04-10-2025
  • Amount: ₹118000

Request Details table:

FieldValue Example
Requisition NameTool
Cost HeadIndirect Material
Requisition TypeOne time
Start Date04-10-2025
Requisition Date04-10-2025
End Date30-10-2025
DepartmentAdmin
Business JustificationFull text displayed

Items section with columns:

  • (serial number)

  • Item & Description
  • HSN/SAC code
  • Qty
  • Unit Price
  • Amount

Financial summary:

  • GST amount
  • Sub Total
  • Total

Quick Actions Menu​

Action Options (... Menu)​

Click Action menu (three dots) in row or panel:

Available actions:

  1. 👁️ View - Open detail panel
  2. ✏️ Edit - Modify request (if status allows)
  3. 📄 Download PDF - Export request as PDF
  4. Mark as closed - Manually close request
  5. ⏰ Mark as expired - Mark as expired
  6. Attach - Add documents to request

Action availability depends on:

  • Request status
  • User permissions
  • Workflow stage

Pagination​

Bottom of list shows:

  • "Go to page" dropdown
  • Page number selector (1 ▼)
  • Navigate between pages if multiple pages exist

Common Tasks​

Task 1: Find All Open Requests​

  1. Use search bar or filters
  2. Filter Status = "Open"
  3. Review list of active requests

Task 2: Check Request History​

  1. Click Requisition# to open detail
  2. View full request information
  3. Check Items and Documents tabs
  4. Review business justification

Task 3: Download Request for Review​

  1. Locate request in list
  2. Click ... (Action menu)
  3. Select Download PDF
  4. PDF opens in new tab or downloads

Task 4: Attach Additional Documents​

  1. Find request in list
  2. Click ... (Action menu)
  3. Select Attach
  4. Upload additional files
  5. Files added to Documents tab

Task 5: Close Completed Request​

  1. Find request to close
  2. Click ... (Action menu)
  3. Select Mark as closed
  4. Confirm action
  5. Status changes to "Closed"

Understanding Request Flow​

Visual workflow in list:

  1. PR-1001 - Open (Green) → Can process
  2. PR-999 - Expired (Red) → Past end date
  3. PR-1000 - In Review (Yellow) → Under approval

Row expansion shows:

  • Items breakdown
  • Attached documents
  • Complete justification

Detail panel provides:

  • Full request context
  • Supplier information (if applicable)
  • Complete financial breakdown
  • Action options

Troubleshooting​

Issue 1: Cannot See Some Requests​

Solution:

  • Check if filters are applied
  • Verify Status filter not limiting view
  • Confirm user has permission to view all departments
  • Contact admin if access issue persists

Issue 2: Cannot Download PDF​

Solution:

  • Check browser pop-up blocker settings
  • Verify stable internet connection
  • Try different browser if issue continues
  • Contact support if error message appears

Issue 3: Expired Requests Showing​

Solution:

  • This is normal - expired requests remain visible
  • Use Status filter to hide expired ones
  • Mark as closed to remove from active list
  • Archive old requests as needed

Issue 4: Missing Documents in Tab​

Solution:

  • Verify documents were attached during creation
  • Check if user has permission to view documents
  • Try refreshing the page
  • Contact creator if documents should be present

Best Practices​

Viewing Tips

Customize columns to show only fields relevant to your role - purchase team needs different view than approvers

Use Status filter to focus on actionable requests - "Open" for processing, "In Review" for tracking approvals

Expand row details for quick review instead of opening full panel - saves time when scanning multiple requests

Download PDFs before approval meetings for offline review and discussion with stakeholders

Need help? Contact support at support@bizconnekt.com