Maintenance Purchase Request

Prerequisites

note

Before creating a Maintenance Purchase Request, ensure the following master data is up-to-date:

S.No	Master Name	Description
1	Supplier Master	Contains the list of all active suppliers
2	Employee Master	Stores details of all users authorized to raise purchase requests
3	Department Master	Department is fetched based on the department assigned to the employee at the time of employee creation, and it is linked to that employee
4	Codes Table	Holds configurable dropdown values (e.g., Unit)
5	Product Master	Maps suppliers to their respective products or services

📌 Key Rules

note

New (Potential) Suppliers require manual entry
Departments & Employees must be synchronized
Quantity cannot have decimals for units Number / Unit

1.1 Add Maintenance Purchase Request

Add a Maintenance Purchase Request - Step-by-Step

Step 1: Reach the Maintenance Purchase Request Screen

From the main Side menu, click on Maintenance → Operations → Maintenance Purchase Request. This will directly open the Maintenance Purchase Request Search page.

Step 2: Create a New Purchase Request
Click on the “Add Purchase Request” button on the top-right corner. This will open the Create Purchase Request form.

Step 3: Fill in Purchase Request Details
Fill in the mandatory and optional details as follows:

Field	Description	Mandatory
Supplier	Dropdown from Supplier Master	Yes/Conditional
Potential Supplier	A checkbox option is provided in the New Supplier text field to enable manual supplier entry. At present, manually added suppliers are not mapped to the Supplier PO.This functionality is planned to be supported in future enhancements.	Yes/Conditional
Purchase Request Number	Auto-generated	Yes
Purchase Request Date	Defaults to current date	Yes
Purchase Request Status	Defaults to New	Yes
Department	Department is fetched based on the department assigned to the employee at the time of employee creation, and it is linked to that employee	Yes
Purpose of Requirement	Text field	Yes
Remarks	Optional free-form text	No
Requested By	Dropdown from Employee Master	Yes

note

Click Back button at the top-right corner,it will take you to the Search screen.

Step 4: Add Purchase Request Line Item(s)
Under the Purchase Request Line Item(s) section, fill in the following details:

Field	Description	Mandatory
Type	Dropdown: item, tools, Part, Item, Collet, Others, etc.	Yes
Product	Dropdown linked to selected Supplier; text input for 'Others' option	Yes
Quantity	Required; decimals not allowed for some units (e.g., "Number", "Unit")	Optional
Unit	Dropdown from Codes Table, Select the required unit of measurement	Optional
Due Date	Specify the Due date as required	Optional

Bulk Add / Multi-Select Line Items:

After selecting Type and Product (both mandatory), users can select multiple products or items at once.
If Quantity, Unit, or Due Date are filled in at this stage, the same values are applied to all selected items.
All line items appear in the summary table, where they can be modified individually.

note

Only products/services linked with the selected supplier appear in the dropdown.
Selecting "Others" allows manual entry of a product/service.
Line items can be deleted only while the PR is in Draft status.

Step 5: Action Button

Available Actions:

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.

Approval Levels:

Department Head (First Level)
Purchase Head (Second Level)
Admin (Third Level, or direct if user has Admin access)

1.2 Search a Maintenance Purchase Request - Step-by-Step

Step 1: Start Searching
On the Maintenance Purchase Request Search page, you can search in different ways:

Field	Description
Supplier	Dropdown to select from existing Supplier Master
Purchase Request Number	Text input to search by PR number
Purchase Request From Date	Filter PRs created on or after this date (format: yyyy-mm-dd)
Purchase Request To Date	Filter PRs created on or before this date (format: yyyy-mm-dd)
Department	Dropdown to filter by Department
Status	Dropdown to select PR status (Draft, Approved, Rejected, etc.)
Due From Date	Filter line items with Due Dates on or after this date (format: dd-mm-yyyy)
Due To Date	Filter line items with Due Dates on or before this date (format: dd-mm-yyyy)
Only New Source Supplier	Checkbox to filter PRs with manually entered (new) suppliers

Tips:

You can use one or more filters together.

Dates must follow the specified formats.

Step 2: Search or Clear

Search – Matching purchase requests appear in the Results table.
Clear – Clear all filters.

Additional Features:

Export filtered results to Excel.
Search behavior and layout modeled after Invoice Search for consistency.

1.3 Edit Maintenance Purchase Request - Step-by-Step

Step 1: Start Editing

S.No	Column Name	Description
1	S.No	Serial number of the request in the list
2	View / Edit	Action icon to open the request in edit mode
3	Supplier	Name of the supplier linked to the request
4	Purchase Request Number	Unique purchase request identifier (e.g., PR-0001)
5	Purchase Request Date	Date on which the purchase request was raised
6	Status	Current status of the request (RAISED / PLACED)

RAISED – The request has been created but not yet processed.
PLACED – The request has been placed with the supplier.

Step2: Save Changes

Approve: Approves the Purchase Request.
Reject: Rejects the Purchase Request.
Close PR: Closes the screen without saving changes.

note

Once a Supplier Purchase Order (PO) is raised for the purchase request, no further edits are allowed.

That's it! You've learned how to ADD, SEARCH, and EDIT a Maintenance Purchase Request using the DMeX app.For assistance, contact the Support Team.