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Purchase Request

Purchase Requests

Purpose

The Purchase Request feature is used to create and manage requests for goods or services before initiating the vendor quotation and purchasing process. Once a Purchase Request is approved, it can be shared with vendors and used as the basis for collecting quotations.

Purchase Requests with a status of Draft or Rejected cannot be shared with vendors.

Create

To create a new Purchase Request:

Step 1

(Optional) Configure an approval workflow for Purchase Requests in Settings → Approval Settings.

Step 2

Navigate to Purchase → Purchase Requests from the left sidebar.

Step 3

Click New.

Step 4

Complete the required information:

  1. Enter the Purchase Request Name.

  2. Select the Project.

  3. Select the source of items:

    • Sales Estimate

    • Sales Invoice

    • Existing Items

    • Custom Items

  4. Select the Currency.

  5. Select the Department.

  6. Select the Requester.

  7. Enable Share to Vendor if vendors should be allowed to view the request after approval.

  8. Enter the Description.

Step 5

Click Save.

The Purchase Request is created.

Item Sources

Sales Estimates

The system retrieves estimates with the following statuses:

  • Draft

  • Sent

  • Expired

  • Accepted

The following status is excluded:

  • Declined

Sales Invoices

The system retrieves all invoices except:

  • Draft

  • Cancelled

Existing Items

Users may select items from the item catalog.

Custom Items

Users may manually enter item names and details for products or services that do not exist in the item catalog.

View

To view a Purchase Request:

Step 1

Navigate to Purchase → Purchase Requests.

Step 2

Select the Purchase Request.

Step 3

Click View.

The Purchase Request Details screen displays:

  • General Information

  • Requested Items

  • Approval Status

  • Vendor Sharing Information

  • Related Quotations

  • Activity History

Approval Process

Purpose

Purchase Requests can be submitted for approval when an approval workflow has been configured.

Submit for Approval

Step 1

Open a Purchase Request with the status:

Not Yet Approved

Step 2

Click Send Approval Request.

Step 3

The system sends notifications to all assigned approvers.

Approvers receive notifications through:

  • Email

  • Web Notifications

Approve or Reject

Step 1

The approver opens the approval request.

Step 2

Review the Purchase Request details.

Step 3

Enter a reason if necessary.

Step 4

Choose one of the following actions:

  • Approve

  • Deny

Result

  • The Purchase Request creator receives a notification of the approval decision.

  • The Purchase Request status is updated accordingly.

Approval Statuses

Status Description
Draft Purchase Request has been created but not submitted for approval.
Not Yet Approved Awaiting approval submission or approval processing.
Approved Purchase Request has been approved and can be shared with vendors.
Rejected Purchase Request has been denied and cannot be shared with vendors.

Send Request for Quotation (RFQ)

Purpose

After approval, Purchase Requests can be emailed to vendor contacts as a Request for Quotation (RFQ).

Send RFQ Email

Step 1

Open an approved Purchase Request.

Step 2

Click Send Request Quotation Email.

Step 3

Complete the required information:

  1. Select vendor contacts.

  2. Enable or disable Attach Purchase Request PDF.

  3. Enter any Additional Content.

Step 4

Click Send.

The selected contacts receive the Purchase Request by email.

Share Purchase Request with Vendors

Purpose

Approved Purchase Requests can be shared directly with vendors through the Vendor Portal.

Share

Step 1

Open an approved Purchase Request.

Step 2

Click Share Purchase Request to Vendor.

Step 3

Select one or more vendors.

Step 4

Click Share.

Result

The selected vendors can view the Purchase Request from their Vendor Portal.

Vendor Portal Visibility

Purchase Requests become visible to vendors only when:

  • The Purchase Request status is Approved.

  • The Purchase Request has been shared with the vendor.

Purchase Requests with the following statuses are not visible:

  • Draft

  • Rejected

Purchase Request Details

Purpose

The Purchase Request Details screen provides complete information about the request and all vendor quotations associated with it.

Information Available

The Purchase Request Details screen displays:

  • Purchase Request Information

  • Request Items

  • Project Information

  • Requester Information

  • Approval History

  • Vendor Sharing Status

  • Related Quotations

  • Activity Logs

Compare Quotations

Purpose

The Compare Quotations feature allows users to compare quotations submitted by multiple vendors for the same Purchase Request.

This helps organizations select the most suitable vendor based on pricing and proposal details.

View

From the Purchase Request Details screen:

Step 1

Open the Purchase Request.

Step 2

Select Compare Quotations.

Result

The system displays all quotations submitted against the Purchase Request for side-by-side comparison.

Workflow Rules

Sharing Restrictions

Purchase Requests can only be shared when the status is:

  • Approved

Purchase Requests cannot be shared when the status is:

  • Draft

  • Rejected

Vendor Visibility

Vendors can only access Purchase Requests that have been explicitly shared with them.

Quotation Collection

Multiple vendors may submit quotations for the same Purchase Request.

Quotation Comparison

All quotations associated with a Purchase Request can be compared from a single screen.

Synchronization

Purchase Request data is synchronized with:

  • Projects

  • Sales Estimates

  • Sales Invoices

  • Items

  • Vendors

  • Vendor Contacts

  • Quotations

  • Purchase Orders

  • Approval Workflows

  • Notifications

  • Vendor Portal

  • Reports

Permissions

Permission Description
View Allows users to view Purchase Requests.
Create Allows users to create Purchase Requests.
Edit Allows users to modify Purchase Requests.
Delete Allows users to remove Purchase Requests.
Send Approval Request Allows users to submit Purchase Requests for approval.
Approve Allows users to approve Purchase Requests.
Reject Allows users to reject Purchase Requests.
Share with Vendors Allows users to share approved Purchase Requests with vendors.
Send RFQ Email Allows users to email Purchase Requests to vendor contacts.

Important Notes

  • Purchase Requests serve as the starting point of the procurement process.

  • Approval workflows are optional but recommended.

  • Only approved Purchase Requests can be shared with vendors.

  • Purchase Requests in Draft or Rejected status cannot be shared.

  • Vendors can only view Purchase Requests that have been explicitly shared with them.

  • RFQ emails can include a PDF copy of the Purchase Request.

  • Multiple vendors can receive and respond to the same Purchase Request.

  • Quotation comparison helps organizations select the best supplier based on submitted proposals.

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