Purchase Request

Prerequisites

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

• Supplier Master: List of active suppliers.
• Employee Master: All users who can raise requests.
• Department Master: All organizational departments.
• Codes Table: For dropdown values such as "Unit".
• SupplierXProduct Master: Links suppliers to their products/services.

Key Rules:

• New ("Potential") Suppliers require manual entry.
• Departments and Employees must be synchronized.
• "Quantity" cannot have decimals for units "Number" or "Unit".

---

1. Add Purchase Request

Step 1: Navigate to Purchase Request

• Go to Purchase → Operations → Purchase Request to open the search page.

Step 2: Add New Purchase Request

• Click Add Purchase Request (top-right).

Step 3: Purchase Request Header Fields

Field	Description	Mandatory
Supplier	Dropdown from Supplier Master	Yes/Conditional
Potential Supplier	Text field for new supplier	Yes/Conditional
PR Number	Auto-generated	Yes
Requested By	Dropdown from Employee Master	Yes
Department	Dropdown from Department Master	Yes
Request Date	Defaults to current date	Yes
Purpose of Requirement	Text field	Yes
Remarks	Optional free-form text	No

Step 4: Add Purchase Request Line Item

• Click Add Line Item to open popup.
• Line Item Fields:

Field	Description	Mandatory
Type	Dropdown: item, tools, Part, Item, Collet, Others, etc.	Yes
SupplierXProduct	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	Optional*
Due Date	Defaults to current date	Optional*

* Quantity, Unit, and Due Date are optional only during bulk/multi-select line item addition.
If provided during bulk-add, the entered values apply to all selected items.
If left blank, those fields remain empty and can be individually edited later.
When adding a single line item, Quantity, Unit, and Due Date are typically required.

Each added line item is editable after addition. Changes to one do not affect others unless explicitly re-bulk edited.

Bulk Add / Multi-Select Line Items:

• After selecting Type and SupplierXProduct (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.
• If not filled, those fields are left editable and blank per item.
• 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: Save or Submit

• Save as Draft: PR can be edited later (line item deletion allowed at this stage).
• Submit for Approval: Initiates approval flow. All required fields must be filled.

---

2. Approval Workflow

Available Actions:

• Draft: Save incomplete PR for later completion.
• Submit for Approval: Starts approval workflow (progresses to first approver).
• Approve: Moves PR to next workflow level if user has approval rights.
• Reject: PR closed unless resubmitted.
• Cancel: Applies to approved PRs only; cannot re-approve once cancelled.
• Close PR: Applies to approved PRs only; can re-approve once Closed.

Approval Levels:

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

Notes:

• Any department can create PRs.
• All changes, requests, rejections, and approvals are recorded with versioning.
• Post-approval, PRs may only be cancelled, not re-approved or un-cancelled.

---

3. Search Purchase Requests

Use the search page to filter and find Purchase Requests based on the following fields:

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.
• PRs with new (manual) suppliers can be quickly found using the "Only New Source Supplier" filter.

Additional Features:

• Export filtered results to Excel.
• Search behavior and layout modeled after Invoice Search for consistency.
• Available PR Statuses include: Draft, Pending, Approved, Rejected, Requested for Changes, Cancelled.

4. Cancellation vs. Rejection

• Reject: Can edit and resubmit PR for approval.
• Cancel: Approved PR is locked; approval process cannot resume.