Raising Purchase Request
What is a Purchase Request?
Purchase Request (PR) is basically a form generated by a user or user department to notify the Procurement Team on purchasing goods or services. It is a method to ensure that supplies and expenses on purchasing are carefully controlled. The PR is routed to the appropriate Approver based on the configured Approval Matrix.
To raise a Purchase Request:
Select Procurement > User >New Purchase Request. The NEW PURCHASE REQUEST page is displayed.
NEW PURCHASE REQUEST page
Figure: NEW PURCHASE REQUEST pageThe left pane of the NEW PURCHASE REQUEST page displays all the details of the requester such as E-mail address, Employee ID, Employee, Grade, Designation, Reporting Manager, Location, Customer, Department, Team. Select the Tenant from the drop-down list at left pane.
On the GENERAL section of the NEW PURCHASE REQUEST page, fill in the required information. For more information about the fields on the GENERAL section, see Field Description.
Click LINE ITEM DETAILS tab. The LINE ITEM DETAILS tab is displayed.
Figure: LINE ITEM DETAILS tabOn the LINE ITEM tab,click on the plus (+) icon. The ADD LINE ITEM pop-up page is displayed.
ADD PRODUCT pop-up page
Figure: ADD PRODUCT pop-up pageOn the ADD LINE ITEM pop-up page, fill in the required details about the product required to be procured. For more information about the fields on the ADD LINE ITEM pop-up page, see Field Description.
Click ADD. You can add multiple products based on the requirement. The added products are displayed on the LIST section of PRODUCT DETAILS tab.
Click SUBMIT.
The following table describes the fields on the NEW PURCHASE REQUEST page:
Field | Description |
|---|---|
PURCHASE REQUEST DETAILS | |
PR Title | Specify the subject of the Purchase Request. |
Department | Specify the Department of the Requester. |
Currency | Select the Currency in the drop-down list. |
Budget Type | Select the type of budget allocated for the respective department in the drop-down list. |
Location | Select the location of the Requester in the drop-down list. |
Team | Select the Team in the drop-down list. |
PR For | Select the reason to raise this PR among Product, AMC, and Service in the drop-down list. |
PR Type | Select the type of the PR from Billable and Non-billable in the drop-down list. |
PR Subtype | Select the PR Subtype from the drop-down list. This drop-down field can be disabled from the APPLICATION SETTINGS page. For more information, see Configuring Application Settings. |
Remarks | Provide your remarks. |
ADD PRODUCT | |
Product | Type in and search the Product required to be purchased. |
Description | Describe about the Product required to be purchased. |
Currency | Select the currency in the drop-down list. |
Expected Date | Specify the date from the calendar when the product is required to be delivered. |
Address | Type in and search the Address of the Requester. |
Budget Reference Number | Type in and search the Budget Reference Number. |
Preferred Vendor | Select the Preferred Vendor among the approved vendors in the drop-down list. |
If Others, Specify | If Others is selected for the Preferred Vendor, specify the Vendor name. |
Attachment | Click the attachment icon and attach, if you have any. |
Quantity | Specify the quantity of the product to be purchased. |
Measurement Unit | Specify the dimensions of the product. |
Rule | Select the Tax Rule to add the taxation in the total value calculation. |
Unit Rate | Specify the rate of the product per unit. |
Tenure | Specify the holding time to purchase the product. |
Total | Auto calculated value which is the product of Quantity and Unit Rate. |
ACTIONS
This section explains all the icons displayed on the ACTIONS panel of the NEW PURCHASE REQUEST page.
SHOW LIST
Click SHOW LIST to display the list of Purchase Requests on the PURCHASE REQUEST LIST page. For more information, see Viewing Purchase Request.
COPY PURCHASE REQUEST
Click COPY PURCHASE REQUEST to copy the details from an existing Purchase Request. Type in the Purchase Request Code or select from last 50 Purchase Request and click SUBMIT.
Figure: COPY PURCHASE REQUEST section
PR QUOTATION
Click PR QUOTATION to attach a quotation and specify the below mentioned information:
Vendor
Select the Vendor from the drop-down list of approved vendors.
Quotation Ref. No.
Specify the reference number.
Quotation Cost
Specify the cost and currency as mentioned in the quotation from vendor.
Quotation Date
Select the date from the calendar, as mentioned in the quotation by the vendor.
Remarks
Provide your remark on the quotation.
Attachment
Attach a copy of the quotation shared by the vendor.
Note:
You cannot attach a quotation once the PR is approved by the next level approver.
Figure: PR QUOTATION pop-up