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HR Purchase Request

1.1 Add Purchase Request​

Add an Purchase Request – Step-by-Step​

Step 1: Reach the HR Purchase Request Section
From the main side menu, click on "HR & Administration", then go to "Operations", and finally choose "HR Purchase Request".
This will open the HR Purchase Request page.

Step 2: Adding a Purchase Request
On the top-right corner of the HR Purchase Request page, click the "Add Purchase Request" button.

Step 3: Fill in the Details

• Upon clicking the 'Add Purchase Request ' button, the Purchase Request page will open. Complete the following information:

  • Supplier [Dropdown][Mandatory]: Select the supplier from the dropdown list. If not available, check the box to add a new supplier.
  • Purchase Request Number [System-Generated][Mandatory]: A unique, non-editable number assigned automatically.
  • Purchase Request Date [Text Field] [Mandatory]: Enter or select the request date (defaults to today).
  • Purchase Request Status [Mandatory]: Indicates the current status (default is NEW).
  • Department [Dropdown][Mandatory]: Select the department raising the request.
  • Purpose of Requirement [Text Field ][Mandatory]: State the reason or purpose for the purchase.
  • Remarks [Text Field] [Optional]: Add any additional notes or instructions.
  • Requested By [Auto-filled]: Automatically shows the logged-in user’s name.

1.1.1 Add Purchase Request Line Item(s)​

  • Type [Mandatory]: Choose type (e.g., Others, Item, Part).
  • Product [Dropdown] [Mandatory]: Select the required product.
  • Quantity [Optional]: Enter the required quantity.
  • Unit [Optional]: Select the measurement unit (pieces, kg, liters, etc.).
  • Due Date [Optional]: Enter the expected delivery date.

Click Add to insert the line item or Clear to reset fields.
You can also Save as Draft to store the request without submitting.

Note: If no employee is available for the user in the Employee Master, the request may not proceed.

1.2 Search Purchase Request​

Search a Purchase Request – Step-by-Step​

Step 1: Start Searching
On the HR Purchase Request Search page, you can filter requests using:

  • Supplier: Select a supplier from the dropdown.
  • Purchase Request Number: Enter the unique request number.
  • Purchase Request From Date & To Date: Specify a date range for requests.
  • Department: Filter by department.
  • Status: Choose a status (e.g., RAISED, CANCELED, REJECTED).
  • Due From Date & To Date: Search by due date range.
  • Only New Source Supplier: Check this box to filter requests for new suppliers. A "New Source Supplier" field will then appear for search.

Step 2: See the Results
Click Search to view results, or Clear to reset filters.

1.3 Edit Purchase Request​

Edit a Purchase Request – Step-by-Step​

Step 1: Find the Purchase Request Edit
Go to the Purchase Request Search page and locate the record using filters.

Step 2: Start Editing
Click Search to display the matching requests.

Step 3: Edit Details
In the results, click "View/Edit" next to the Purchase Request entry.
This opens the Edit Purchase Request page.

Step 4: Update Information
Modify details as needed (Supplier, Department, Purpose, Items, etc.).

Note: Once a Supplier PO is raised for the purchase request, you cannot edit any data.

Step 5: Save Changes
After reviewing updates:

  • Click Submit to save changes.
  • Or click Clear to exit without saving.

That’s it! You have learned how to ADD, SEARCH and EDIT an HR Purchase Request. If you face any issues, please contact the support team.