View and manage a purchase request
Open any request to see its status and items, print it, close it, or turn it into a purchase order. Everything starts from Purchase › Requisition.
Video coming soon: Tour of the purchase request listThe list
Each row is one request. By default you see Requisition#, Requisition Date, Requisition Name, Requisition Type, Department, Status and Total Amount. Use the column chooser in the table header to add Cost Head, Start Date, End Date, and who created or updated it and when. You can sort by Requisition#, Requisition Date, Requisition Name, Status, Total Amount, Start Date, End Date, Created At and Updated At. Use the search box at the top to find a request by name or number, then narrow it with a date range. There is no other filter.
Import and export
There is no import for purchase requests: the list has no upload icon and no command palette entry for it, so raise them with the form. The list has no spreadsheet export; download or print each request as a PDF from its row menu.
Click the arrow at the start of a row to open its tabs.
Tabs under each request
| Tab | Shows |
|---|---|
| Items | Item Name, Item Description, Qty, Converted, Pending, Unit Price, the tax rate and Amount. |
| Purchase Orders | Each order raised from this request: PO#, PO Date, Total Amount and Status. |
| Approval | Where the request is in your approval workflow. |
| Documents | Files attached to the request. Click a name to download it. |
The tax rate column in the Items tab is named GST Rate.
The tax rate column in the Items tab is named VAT Rate.
The tax rate column in the Items tab is named VAT Rate.
Converted is how much of a line is already on purchase orders. Pending is what is still left to order. A dash means the request was made before these figures were kept.
Actions
Preview
Click View on a row to open the request as a PDF preview, with the list beside it. The preview has its own toolbar, with the same menu as the row.
Edit
Click Edit on a row. You can edit a request that is Open, Draft or Rejected. A request that is in review, closed, expired, ordered from, or locked cannot be edited, and the reason shows when you hover the button. You need edit permission.
Convert to PO
Open the row's menu (the three dots) and choose Convert to PO. A new purchase order opens with the request's items filled in, and Requisition# already picked. The quantity is what is still Pending, not the original amount, and the price is your estimate, so check it. Pick the supplier and save.
You can convert a request again and again until every line is ordered. It is not offered when the request is Fully Fulfilled, Closed or Expired. It needs permission to create purchase orders, not just purchase requests, and the reason shows when it is greyed out. The row menu itself shows only if you can edit purchase requests.
If you order more than a request has left, you are asked to confirm which lines go over.
Print, download and attach
The row menu also has Download PDF, Print PDF and Attach, which adds files after the request is created. Purchase requests cannot be emailed from here.
Close or reopen
While a request is Open or Partial Fulfilled, choose Mark as closed or Mark as expired in the row menu. Nothing more can be ordered against it, it can no longer be edited, and it no longer appears in the Requisition# list on a purchase order. Its Pending figures stay as they were. Orders already raised stay as they are. On a Closed or Expired request, Mark as open brings it back. A request that was partly ordered comes back as Partial Fulfilled, and one with nothing ordered comes back as Open; only the pending quantity can still be ordered. If you delete a purchase order linked to a closed or expired request, its Pending figures go back up but the request stays closed or expired. A request that is Fully Fulfilled cannot be closed or expired from here.
Follow-ups
The follow-up button on each row sets a reminder for yourself or a colleague. See Follow-ups.
On the mobile app
The mobile app has an Add and Edit Purchase Request screen, reached from the add actions in the workspace. The mobile Workspace also lists purchase requests, and the menu on a request there lets you:
- Mark as Closed or Mark as Expired on an Open request, and Mark as Open to reopen a closed or expired one. Unlike the web, these are not offered on a Partial Fulfilled request.
- Download the request's PDF.
On the mobile app, approvers can approve or reject in two places: the Approvals tab, and the menu on the request in the Workspace. Approve and Reject are shown only to the approver whose turn it is, on a request that is In Review or Pending. From the Workspace menu, Approve asks for an optional comment; on the Approvals tab it approves straight away. Reject always asks for a reason. If a further approver is still to come, the app says the document was approved and forwarded to the next approver's role.
Status
| Status | Means |
|---|---|
| In Review | Waiting for approval. Only shown when your business has an approval workflow. |
| Open | Approved, or no approval needed. Nothing ordered yet. |
| Rejected | The approver sent it back. Edit it to fix it. |
| Partial Fulfilled | Some quantity is on purchase orders, some is left. |
| Fully Fulfilled | Every line is on purchase orders. |
| Closed | Closed by hand. No more orders. |
| Expired | Marked expired by hand. No more orders. |
Problems and fixes
Edit is greyed out
Hover the button for the reason. The request is probably in review, closed, expired, already ordered from, or you do not have edit permission.
Convert to PO is greyed out
Hover for the reason. Either the request is Fully Fulfilled, Closed or Expired, or your role cannot create purchase orders. Ask your admin for purchase order permission.
There is no three-dots menu on the row
The row menu, with Convert to PO, print, attach and close, shows only if your role can edit purchase requests. Ask your admin for edit permission on purchase requests.
The request is not in the purchase order's Requisition# list
That list shows only Open and Partial Fulfilled requests. Reopen the request if it was closed.
I cannot close a request
Close and expire are offered while a request is Open or Partial Fulfilled. They are not offered once every line is ordered (Fully Fulfilled), and the menu is missing if your role cannot edit purchase requests.