Instruments Purchase Request
Instruments Purchase Request
To go back to the Search screen, click Instruments Purchase Request next to Welcome at the top-right corner of the page.
1.1 Add Instruments Purchase Request
Add a Instruments Purchase Request – Step-by-Step:
Step 1: Reach the Instruments Purchase Request Section
From the main side menu, click on Calibration, then go to Operations, and finally choose Instruments Purchase Request,This will open the Instruments Purchase Request Search page.
Step 2: Start Adding Instruments Purchase Request
At the top-right corner of the Instruments Purchase Request Search page, click "Add Purchase Request". The Add Purchase Request button is shown only to users who have create access to Purchase Request.
Step 3: Fill in Details
On the Add Instruments Purchase Request page, enter the following details:
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Supplier [Mandatory]
- Existing Supplier:
- Uncheck the New Source Supplier checkbox.
- Select the required supplier from the Supplier dropdown.
- New Source Supplier:
- Check the New Source Supplier checkbox.
- Enter the new supplier name manually in the text field.
- Existing Supplier:
-
Purchase Request Number [Mandatory]
- When auto-generation of the Purchase Request Number is enabled, the number is generated by the system and is read-only. While adding, hovering over the field shows This Purchase Request Number may change after submission.
- When auto-generation is not enabled, enter the number manually (maximum 16 characters, converted to upper case). Once a number is saved, it becomes read-only.
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Purchase Request Date [Mandatory]
- Automatically populated with the current date.
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Purchase Request Status [Mandatory]
- Automatically set to NEW.
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Department [Mandatory] [Dropdown]
- Select the department responsible for the request.By default, the Department is auto-populated.
Note: This department is fetched based on the department assigned to the employee at the time of employee creation, and it is linked to that employee
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Purpose of Requirement [Mandatory]
- Enter a brief description explaining the reason for the purchase.
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Remarks [Optional]
- Add additional notes or comments, if any.
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Requested By
- Automatically populated with the logged-in user’s name.
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Click Back button at the top-right corner,it will take you to the Search screen
1.1.1 Adding Purchase Request Line Item(s)
Purchase Request Line Item(s) Details for Instruments Purchase Request:
| Field | Type | Mandatory | Description |
|---|---|---|---|
| Type | Dropdown | Yes | Line item type. On the Instruments Purchase Request screen only two types are offered: Instrument and Others. |
| Product | Dropdown / Text | Yes | When Type is Instrument, select one or more instruments from the Instrument / Gauge master (Calibration → Master → Instrument). You can select multiple products and add them all at once, then update the quantity, unit and due date of each in the line items table. When Type is Others, type the product name (maximum 250 characters). |
| Quantity | Number | Yes | Number of units required. |
| Unit | Dropdown | Yes | Unit of measurement. Values come from the Safety Stock Unit (SAFETY_STOCK_UNIT) category values. |
| Due Date | Date | Yes | Date by which the items are required. Cannot be earlier than the Purchase Request Date. |
Added line items are listed in a table with the columns S.No, Action (edit / delete), Type, Product, Quantity, Unit and Due Date. Quantity, Unit and Due Date can be changed directly in the table.
Action Buttons:
- Add → Adds the line item to the purchase request.
- Clear → Resets the line item fields.
- Save as Draft → Saves the request without submitting it for approval.
- Submit for Approval: This button is used to send the request to the next level or authorized person for approval.
- Approve: This button is used by the authorized user to review and approve the submitted request. A confirmation prompt is shown before the request is approved.
- Reject: Shown in edit mode to authorized approvers. Rejects the purchase request after a confirmation prompt.
- Close PR: Shown in edit mode. Closes the purchase request after a confirmation prompt.
Note: These buttons are displayed based on user roles. To enable this functionality, the user must first be added in the Employee Master, and a Department must be assigned. Based on the assigned department and the user’s role, these buttons will be displayed on this screen.
Once a Supplier PO has been raised for the purchase request, the screen shows PO has been raised for this purchase request – PO Number: with a link to the PO, together with the message Note: Once a Supplier PO is raised for the purchase request, you cannot edit any data. The line item entry form and action buttons are then hidden.
1.1.2 Cancel PR (Cancel an Instruments Purchase Request)
- The Cancel PR button is shown on an existing (saved) Instruments Purchase Request only to Admin or Inventory Admin users, and only while no Supplier PO has been raised for the purchase request.
- Cancel PR is enabled only when the logged-in user is a valid approver (as configured in the Employee Master) and the purchase request is not already cancelled.
- Clicking Cancel PR opens an ALERT! pop-up asking for a reason. Select a reason (values come from the REASON_OPTIONS_SPO category values); if you select Other, enter the reason in the text box. Click Submit in the pop-up, or Close to go back without cancelling.
- A confirmation prompt then shows Cancelled PR will be mailed to the respective Approvers. Do you still want to cancel? Confirm to set the purchase request status to Cancelled.
- After a purchase request is cancelled, the Approve, Reject, Cancel PR and other action buttons are no longer shown.
1.1.3 Purchase Request Version (Instruments Purchase Request history)
When an Instruments Purchase Request has earlier versions, a Purchase Request Version table is shown below the form with the columns S.No, View/Edit, Supplier, Purchase Request Number, Purchase Request Date, Type and Version (the version number of that saved copy). Click View/Edit on a version row to display the Purchase Request line item version table for that version, with the columns S.No, Type, Product, Quantity, Unit and Due Date.
1.2 Search Instruments Purchase Request
Search a Instruments Purchase Request – Step-by-Step:
Step 1: Start Searching
On the Instruments Purchase Request Search page (Calibration → Operations → Instruments Purchase Request), you can search using the following filters. The search only returns purchase requests whose line items are of the Instrument or Others type.
| Field | Type | Mandatory | Description |
|---|---|---|---|
| Supplier | Dropdown (multi-select) | No | Filter by one or more suppliers from the Supplier master. |
| Purchase Request Number | Text | No | Enter the unique Purchase Request number (maximum 16 characters). |
| Purchase Request From Date | Date | Yes | Start of the purchase request date range. Defaults to the first day of the current month. |
| Purchase Request To Date | Date | Yes | End of the purchase request date range. Defaults to today. The Search button is enabled only when both Purchase Request From Date and Purchase Request To Date are filled. |
| Department | Dropdown (multi-select) | No | Filter by the department that initiated the request (from the Department master). |
| Status | Dropdown | No | Filter by status (for example NEW, APPROVED, REJECTED). Values come from the PURCHASE_REQUEST_STATUS category values. |
| Due From Date | Date | No | Start of the line item due date range. |
| Due To Date | Date | No | End of the line item due date range. |
| Only New Source Supplier | Checkbox | No | Check this box to display only requests made for new source suppliers that are not yet in the Supplier master. When checked, the New Source Supplier text field is shown to search for a specific new supplier. |
Date rules on the Instruments Purchase Request search (shown as a red note on the Search page):
- Use either the Purchase Request From/To Date or the Due From/To Date, not both: Note: Select either Request From/To Date or Due From/To Date.
- Both request dates are needed: Note: Both Request From Date and Request To Date must be selected.
- Both due dates are needed: Note: Both Due From Date and Due To Date must be selected.
Step 2: View Results
- Click Search to display matching records. The message [count] Purchase Request(s) Retrieved Successfully is shown. The results table shows S.No, View/Edit, Supplier, Purchase Request Number, Purchase Request Date and Status. Use the Search: box above the table to filter the listed rows, and Export as Excel (shown to users with the Export Excel permission) to download the results.
- Click Clear to reset all search filters.
1.3 Edit Instruments Purchase Request
Edit a Instruments Purchase Request – Step-by-Step:
Step 1: Locate the Record
Use the Search option to find the Instruments Purchase Request you want to edit.
Step 2: Start Editing
- From the search results, click View/Edit next to the Purchase Request Number.
Step 3: Update Details
On the Edit Instruments Purchase Request page:
- Modify required fields and line item details as needed.
Step 4: Save Changes
- Click Submit to save the updates.
- Click Cancel to exit without saving.
- On the left side, above the View and Edit buttons, there is an Export Excel option, which can be used to generate the data in Excel format.
That’s it! You have learned how to ADD, SEARCH, and EDIT a Instruments Purchase Request using the DMeX app.If you need help, contact the DMex Support team.