Purchase Request Report
Overview
The Purchase Request Report provides a comprehensive view of all purchase requisitions, their approval status, and links to resulting purchase orders. Track requisitions from submission through approval and conversion, ensuring visibility into the complete procurement request lifecycle.
When to Use This Report
Use this report when you need to:
- Monitor pending approval requests requiring action
- Track requisition-to-order conversion rates
- Review departmental spending requests and patterns
- Identify expired requisitions needing follow-up or closure
- Analyze requisition approval cycle times
How to Run the Report
Step 1: Navigate to Purchase Reports
Access through main navigation: Reports → Purchase Reports
From the Reports landing page, select Purchase Request from the Reports dropdown.
Step 2: Apply Filters
Report Selector
Ensure Purchase Request is selected in the Reports dropdown at the top left.
Date Range
Select your analysis period from the Date Range picker:
- Today - Requisitions created today
- This Week - Current week's requisitions
- This Month - Current month activity
- This Quarter - Quarter-to-date requisitions
- This Year - Fiscal year requisitions
- Custom Range - Specify exact start and end dates using the date picker
Date range filters based on Requisition Date (creation date).
Status Filter
The Status dropdown allows focusing on requisitions in specific workflow states:
- All Statuses - Display every requisition regardless of state
- In Review - Submitted requisitions awaiting approval decision
- Open - Approved requisitions not yet converted to purchase orders
- Partially Utilized - Requisitions partially converted to POs, remainder still available
- Fully Utilized - Completely converted to purchase orders
- Expired - Requisitions past end date without full conversion
- Closed - Requisitions manually closed or completed
Amount Filters (Optional)
Enter Start Amount and End Amount values to focus on requisitions within a specific value range. Leave blank to include all amounts.
Step 3: Run Report
Click Run Report to generate results with your selected filters.
The report table populates instantly with matching purchase requisitions and their current status.
Understanding the Report
Report Columns
| Column | Description | Example |
|---|---|---|
| PR# | Purchase requisition number (clickable link) | PR-999, PR-1000 |
| Requester | Person who created the requisition | Employee name or "-" if system-generated |
| Requisition Date | Date when requisition was created | 29-09-2025 |
| Approval Status | Current state in approval workflow | Expired, In Review, Approved |
| Linked Purchase Order | PO number(s) created from this requisition | PO-1001 or "-" if not converted |
| Status | Utilization status (color-coded badge) | Open, Partially Utilized, Fully Utilized, Expired |
| Amount | Total requisition value | ₹1,00,000.00, ₹99,406.00 |
Status Indicators
Approval Status
Shows where the requisition sits in the approval workflow:
| Approval Status | Meaning |
|---|---|
| In Review | Submitted and awaiting approval from designated approver |
| Approved | Approved and ready for conversion to purchase order |
| Rejected | Declined by approver with rejection reason noted |
| Expired | End date passed before approval or conversion completed |
Utilization Status
Color-coded badges indicate conversion status:
| Status | Meaning | Action Required |
|---|---|---|
| In Review | Awaiting approval decision | Approver should review and approve/reject |
| Open | Approved but not yet converted to PO | Purchase team should create PO from requisition |
| Partially Utilized | Some items converted to PO, others remain | Review if remaining items still needed, create additional POs |
| Fully Utilized | Entire requisition converted to purchase orders | No action needed, workflow complete |
| Expired | End date passed without full conversion | Review need, extend date or close requisition |
| Closed | Manually closed or lifecycle completed | No action needed |
Linked Purchase Orders
Understanding PO Links
The Linked Purchase Order column shows which purchase orders were created from each requisition:
- Single PO Link (e.g., "PO-1001") - Entire requisition converted to one order
- Multiple PO Links (e.g., "PO-1001, PO-1002") - Requisition split across multiple orders
- No Link ("-") - Requisition not yet converted to any purchase order
Click the PO number link to open the purchase order details and verify line items match the original requisition.
Drill-Down Capability
Viewing Requisition Details
Click any PR# link to open the complete requisition document showing:
- All line items requested with quantities and estimated prices
- Business justification and requester comments
- Approval workflow history and timestamps
- Linked purchase orders if converted
- Department and cost head allocation
- Start and end date validity period
Use drill-down to investigate requisitions requiring action or to verify approval details.
Common Scenarios
Scenario 1: Daily Approval Queue Review
Approvers run the report each morning filtered by "In Review" status to see pending approvals requiring their decision. Review requisition details, verify business justification, check budget availability, and approve or reject each request. Keep approval queue clear to avoid delays in procurement cycle.
Scenario 2: Purchase Team Work Queue
Purchase team runs report filtered by "Open" status showing approved requisitions awaiting conversion. Prioritize by amount and requisition date to create purchase orders systematically. Track linked PO column to ensure all approved requests are processed and no requisitions are overlooked.
Scenario 3: Expired Requisition Cleanup
Monthly run report filtered by "Expired" status to identify requisitions past their end date. Contact requesters to determine if need still exists. Either extend end date and renew approval, or close expired requisitions to maintain clean data and accurate pending commitment reporting.
Scenario 4: Department Spending Analysis
Department heads run report for their specific department (using additional filters if available) to review requisition patterns. Analyze requested amounts versus approved amounts to understand spending trends. Identify recurring needs suitable for blanket POs or contract negotiations.
Analyzing Requisition Flow
Conversion Rate Tracking
To measure requisition-to-order efficiency:
- Run report for a completed period (e.g., last month)
- Count total requisitions created
- Count requisitions with Fully Utilized status
- Calculate: (Fully Utilized / Total) × 100 = Conversion Rate %
Low conversion rates may indicate approval bottlenecks, unclear requisition policies, or requisitions being abandoned before conversion.
Approval Cycle Time
Track time from Requisition Date to approval by comparing requisition date against approval date in drill-down details. Identify requisitions sitting in "In Review" status beyond normal approval timeframes for escalation.
Export and Sharing
Export the report to Excel or PDF for:
- Sharing approval queues with approver teams
- Month-end reporting of procurement request activity
- Department spending analysis and budget reviews
- Historical tracking of requisition patterns over time
Related Reports
- Purchase Order Summary - Track resulting purchase orders
- Outstanding Purchase Orders - Monitor delivery of converted orders
- Purchase Requests Module - Create and manage requisitions
Quick Tips
Best Practices
Check the "In Review" filter daily if you're an approver to keep requisitions moving through workflow without delays.
Run the "Open" status filter every Monday to ensure all approved requisitions are converted to purchase orders promptly.
Review "Expired" requisitions monthly and either extend validity or close them to maintain accurate commitment reporting.
Need help? Contact support at support@bizconnekt.com