Working with Purchase Requests

The role of the "Initiator" user involves the following scenarios:

• Creating purchase requests
• Editing a purchase request in case of rejection of approval
• Tracking the status of a purchase request

Creating a Purchase Request Card

To create a purchase request, follow these steps:

1. Click the button, which will open the Search function, and enter Purchase Requests to navigate to the corresponding link.
2. Click the New button.
3. If a default Vendor is specified in the procurement module settings, press ENTER; otherwise, specify the Vendor No..
4. The Document Date is automatically set as the current working date in the system.
5. Specify the Request Category.
6. Specify the Expected Delivery Date for the items in the purchase request.
7. If the purchased goods are intended to be issued from the warehouse to the initiator, activate Inhand To Initiator.
8. The Status and Request Status will be automatically set to "Open".
9. Specify the Budget Status.
10. Fill in the request lines:
    • Type - Product or FA (Fixed Asset)
    • Number - Select a value from the Items or Fixed Assets reference, depending on the selected type. It is recommended to create and use a product or FA with the code DEFAULT.
    • Description - Enter the name or description of the product or FA for purchase, if it is an item with the DEFAULT code.
    • Location - Select a location if not specified by default.
    • Specify the Quantity.
    • Specify the Direct Unit Cost excluding VAT.

Note

The "Status" field displays information about the approval of the request:

• Open - indicates that the request can be edited
• In Approval - means that the approval process for the request has been initiated, and the request is locked for editing
• Released - indicates that the request has been approved and is locked for editing.

Available Actions with Created Purchase Request

• Send Approval Request - If approval workflows are configured in the system, the Initiator must submit the request for approval after creating it. After the document is approved, the Status will be set to "Released," and the Approved Date and Time field will be populated.
• Cancel Approval Request - Cancels the submitted request for approval.
• Open - Changes the request status to "Open," allowing the fields in the request to be edited.
• Release - Changes the request status to "Released," and this action creates a Purchase Request Processing Line.
• Dimensions - Allows specifying necessary dimensions for the request.
• Comments - Enables adding a text comment to the purchase request.
• Attachments - Allows attaching necessary files to the purchase request.

Initiator's Actions in Case of Rejection during Approval

If the Approver rejects the request, they must provide a comment/reason. In this case, the Initiator receives a notification email with the rejection comment, and the request status is changed to Open.

If the rejection reason can be corrected, the Initiator:

• Modifies the necessary data in the request. If the Match Versions of Purchase Request option is enabled in the module settings, changes in certain fields will be highlighted.
• Resubmits the request for approval by clicking Send Approval Request in the request card menu.

If the rejection reason cannot be corrected, and the request cannot be fulfilled:

• The Initiator should close such a request by clicking Actions --> Request Approval --> Close.

Tracking the Request Status by the Initiator

The Request Status field always displays the current processing status of the request by other users in the process. It indicates the current stage of the request for the Initiator:

• Open - The request has just been created and has not been taken up for processing.
• In Progress - A manager has been assigned to process the request.
• Awaiting Delivery - The manager has processed the request and created the necessary purchase or transfer documents.
• Closed - The goods from the request have arrived at the specified location, and the request is fully processed. Upon assigning this status, the system automatically hides the document from the request list because the default filter is set to Request Status.

Note

To view all requests, including closed ones, you need to remove the default filter on the page. To do this, in the request list, right-click on the column with the Request Status field to bring up the context menu and choose the action - "Clear Filter."

Closing a Request

A request is considered closed when the Request Status = Closed. This status can be automatically set in the request when:

• The requested quantity of goods/fixed assets has been purchased.
• The requested quantity of goods/fixed assets from another warehouse, where they were available, has been transferred.
• The total amount, taking into account the Deviation Percentage setting, has been purchased for a request line with the Type = G/L Account.
• The requested quantity of goods has been written off.

Alternatively, the request can be closed manually:

• On the request card, in the Actions menu, select Request Approval, then choose the Close function.

When the Request Status is changed to Closed, the system automatically records the Closed DateTime.

Purchase Request Archive

If the archiving features are enabled in the module settings, a copy of the document is created on selected events, which is not editable and displays the information as it was at the time of archiving.

To view archived requests, go to the request card menu and click Order -> Archive.