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:

1. Select Procurement > User >New Purchase Request. The NEW PURCHASE REQUEST page is displayed.
   
   
   Figure: NEW PURCHASE REQUEST page
   
   
2. The 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.

3. 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.

   Note:

   You can add an attachment to this PR. Click the attachment icon to attach.

4. Click LINE ITEM DETAILS tab. The LINE ITEM DETAILS tab is displayed.
   
   
   Figure: LINE ITEM DETAILS tab
   
   
5. On the LINE ITEM tab,click on the plus (+) icon. The ADD LINE ITEM pop-up page is displayed.
   
   
   Figure: ADD PRODUCT pop-up page
   
   
6. On 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.

7. Click ADD. You can add multiple products based on the requirement. The added products are displayed on the LIST section of PRODUCT DETAILS tab.
   

   Note:

   If you want to link the PR with any Service Request (SR) or Work Order (WO), click on the RELATIONSHIP tab after saving or submitting the PR. Under the ADDITIONAL INFORMATION tab, you can add addition information on this PR. The fields available under this tab can be designed on the FORM BUILDER page. For more information, see Configuring Procurement Module Using Form Builder.

    See screen shot

   1. On the RELATIONSHIP tab, click the down arrow button and select Work Order or ServiceRequest to link with the PR.
      
      
      Figure: RELATIONSHIP tab
      
      

   2. Once Work Order or ServiceRequest is selected, the RELATIONSHIP pop-up page is displayed. Click SEARCH to view the list of SRs or WOs.

      Note:

      You can also set the filter criteria to view the list of SRs or WOs.

      
      Figure: RELATIONSHIP pop-up page
      
      

   3. Select the SR or WO that you want to link with this PR.

   4. Click LINK. Once linked, the SR or WO is visible in the RELATIONSHIP tab.

      Note:

      You can also delink the linked SR or WO.

      Select the linked SR or WO and click De-Link, as shown in the following screenshot.
      
      
      Figure: RELATIONSHIP tab

8. Click SUBMIT.

   Note:

   If you have a quotation to attach, click PR QUOTATION after saving or submitting the PR. On the PR QUOTATION pop-up page, fill in the required details and click SUBMIT. For more details on PR QUOTATION, see PR QUOTATION.

Field Description

The following table describes the fields on the NEW PURCHASE REQUEST page:

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.
  
  

Figure: PR QUOTATION pop-up