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Store Purchase Request

STORE PURCHASE REQUEST​

1.1 Add Purchase Request​

Add Purchase Request - Step-by-Step​

Step 1: Reach the Purchase Request

  • From the main side menu, click on "Store", then go to "Operations", and finally choose "Store Purchase Request".
    This will open the Store Purchase Request Search page.

Step 2: Adding a Purchase Request

  • Located at the top-right corner of the Store Purchase Request Search page, there is an “Add Store Purchase Request” button.
    Simply click on this button to proceed.

Step 3: Fill in details
Click Add Purchase Request on the Search page – the Add screen opens.

  • Supplier [Dropdown][Mandatory] – choose an existing supplier. Tick the checkbox to add a new source supplier if applicable.

  • Purchase Request Number [Text Field][Mandatory] – auto-generated or editable as per configuration.

  • Purchase Request Date [Text Field][Mandatory] – filter PRs created on or after this date (format: yyyy-mm-dd).

  • Purchase Request Status [Text Field][Mandatory] – dropdown to select PR status (Draft, Approved, Rejected, etc.)

  • Department [Dropdown][Mandatory] – – 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 [Text Field][Mandatory] – describe what is needed and why.

  • Remarks [Text Field][Optional] – any extra comments or details.

  • Requested By [Text Field][Optional] – auto-filled with the logged-in user.

Add Line Item(s):

  • Type [Dropdown][Mandatory] – select the item type/category.
  • Product [Dropdown][Mandatory] – choose the product (use the picker if available).
  • Quantity [Text Field][Optional] – enter the required quantity.
  • Unit [Dropdown][Optional] – select the unit of measure (e.g., Number, Kg).
  • Due Date [Text Field][Optional] – set the required-by date.

Click Add – The line item will appear in the list below with details.

  • Clear : - Clears all the entered details in the Packing Purchase Request form and resets the screen for fresh entry.
  • Save as Draft - After adding all required items, click Save as Draft at the bottom of the page. The request will be stored in the system and can be reopened later for submission or editing.
  • 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.

Edit Line Item​

  1. In the list of added items (bottom section), locate the row of the item you want to edit.
  2. Click the Edit (Blue Pencil Icon).
  3. Update the fields (Quantity, Unit, Due Date, etc.).
  4. Click Save → The modified details will be updated in the table.

Save as Draft​

  • After adding all required items, click Save as Draft at the bottom of the page.
  • The request will be stored in the system and can be reopened later for submission or editing.

1.2 Search Store Purchase Request​

Search a Store Purchase Request - Step-by-Step​

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

  • Supplier – Select supplier from dropdown.
  • Purchase Request Number – Enter request number (e.g., PR-0001).
  • Purchase Request From Date / To Date – Choose date range.
  • Status – Filter by status (Raised, Placed, Approved, 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).
  • Department – Select department that raised the request.
  • Only New Source Supplier – Checkbox to filter PRs with manually entered (new) suppliers.

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

Step 2: See the Results
After clicking "Search", you'll see results:

  • If you search by Supplier or Purchase Request Number, you'll find the matching item.

1.3 Edit Store Purchase Request​

Edit a Store Purchase Request - Step-by-Step​

Step 1: Find Store Purchase Request Edit

Step 2: Start Editing

  • On the Store Purchase Request Search page, you can edit a Store Purchase Request.
  • Click Search: Press "Search" to find the Store Purchase Request you want to edit.

Step 3: Edit Details

  • After searching, you'll see the Store Purchase Request that you want to edit.
  • Click "View/Edit" next to that supplier to reach the Edit Store Purchase Request page.

Step 4: Update Info
On the Edit Store Purchase Request page, you'll see existing details.

  • You can make edits to your entry and then proceed to submit it.

Step 5: Save Changes
After editing, review your changes.

  • When you're ready, click "Submit" to save the updates.
note
  • Fields marked with * are mandatory.
  • Use precise Purpose of Requirement to help approvers and buyers.
  • Due Date on each line helps planning and prioritization.
  • If you cannot find a user in 'Requested By' or see a message about Employee master, contact HR/Admin to link your employee record.

That's it! You've learned how to ADD, SEARCH, and EDIT a Store Purchase Request using the DMeX Support team.
For further assistance, please contact the Customer Support Team.