Sales Purchase Request

1.1 Add Sales Purchase Request

Add a Sales Purchase Request – Step-by-Step:

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

Step 2: Start Adding Sales Purchase Request
At the top-right corner of the Sales Purchase Request Search page, click "Add Purchase Request".

Step 3: Fill in Details
On the Add Sales Purchase Request page, enter the following details:

• 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.

• Purchase Request Number [Mandatory]

  • System-generated and non-editable.
  • Used for reference only.

• Purchase Request Date [Mandatory]

  • Automatically populated with the current date.

• Purchase Request Status [Mandatory]

  • Automatically set to NEW.

• 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**

• Purpose of Requirement [Mandatory]

  • Enter a brief description explaining the reason for the purchase.

• Remarks [Optional]

  • Add additional notes or comments, if any.

• Requested By

  • Automatically populated with the logged-in user’s name.

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

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1.1.1 Adding Purchase Request Line Item(s)

Purchase Request Line Item(s):

• Type [Mandatory] → Select the item type from the dropdown field to see a list of options, and select the required option from the list. .
• Product [Mandatory] → Select the required product.
• Quantity → Enter the number of Quantity required.
• Unit → Select the unit of measurement (e.g., pcs, kg, meters).
• Due Date → Specify the date by which the items are required.

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.

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

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1.2 Search Sales Purchase Request

Search a Sales Purchase Request – Step-by-Step:

Step 1: Start Searching
On the Sales Purchase Request Search page, you can search using the following filters:

• Supplier [Dropdown] : Select a specific supplier from the dropdown list.
• Purchase Request Number [Text field] : Enter the unique Purchase Request number.
• Purchase Request From Date & To Date : Specify a date range to find requests created within that period.
• Department [Dropdown] : Filter by the department that initiated the request.
• Status [Dropdown] : Select a status (e.g., "NEW," "APPROVED," "REJECTED") to find requests in a particular state.
• Due From Date & To Date : Specify a date range for the due date of the requested Sales.
• Only New Source Supplier [Checkbox] : Check this box to display only requests made for new suppliers that are not yet in the system. When checked, the "New Source Supplier" text field will become available to search for a specific new supplier.
  • When selected, the New Source Supplier text field will be enabled.
• The search can be performed even without selecting the any fields.

Step 2: View Results

• Click Search to display matching records.
• Click Clear to reset all search filters.

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1.3 Edit Sales Purchase Request

Edit a Sales Purchase Request – Step-by-Step:

Step 1: Locate the Record
Use the Search option to find the Sales 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 Sales 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.

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That’s it! You have learned how to ADD, SEARCH, and EDIT a Sales Purchase Request using the DMeX app.If you need help, contact the DMex Support team.