A Purchase Requisition is a document submitted by an employee to request the purchase of goods or services on behalf of the company. These purchases may be for business operations, inventory, or to manufacture supplies for sale. Submitting a purchase requisition form sets off the purchasing process.


It is important because the purchase requisition process plays a key role in the buying process of an organization. It ensures that fraud is prevented, and organizations get value for their money. This is possible due to the fact that the request must go through a number of approvals to ensure its accuracy, as well as need. 


More information on Purchase Requisition and how you can benefit from it you can find here.


TABLE OF CONTENTS

Step 1. Apply the Purchase Requisition Basic Settings


To learn more about switching on the module and providing users with the appropriate roles, please consider this article. 

 

Step 2. Create a new Purchase Requisition


1. Open the Purchase Requisition module on the left side menu and click the Create button.

2. Fill in the necessary information:

  • Choose a Location* where your Purchase Requisition should be delivered.
  • The desired Delivery Date* 
  • The Document Custom Fields, if any. For example, the required DCF Departments*.
  • The Items Custom Fields, if any. For example, Supplier.


When editing the document and adding the Supplier on the Draft Status, you can either choose the existing Supplier from the drop-down list or create a new one by clicking the Add new supplier button. 



3. Once done, click the Create button.


How to create a purchase requisition

Step 3. Add Items to the Purchase Requisition


In Precoro, to add items, you have three options:

  • Add Item choose the previously added items from the Catalog. 

Please find more information on how to work with Catalog items here.

  • Add Empty Row type in the details of the item manually.

Please find more information on how to work with empty rows here.

  • Import Items  download items in bulk from external sources.

Please find more information on how to import items in PR via Excel following this link.



You can also Revise the document later and add new items to it on Approved Status even with all the items added in the related Purchase Order. 


Please note that the items already added to the Purchase Order will not be available for editing. And the new items added to the Purchase Requisition will not be transferred to the already existing related Purchase Order.



A requester can get full information on the Purchase Order Items from the Purchase Requisition


To use this function, the Purchase Requisition should have a related Purchase Order.


A requester can get full information on the order and items by using the Show Purchase Order button:



You will see the general Order information and complete information on the Items:



Step 4. Input supplemental information: Notes, Comments, Attachments


  • Add Note specify additional important information in the document, like details regarding delivery time, etc. Consider that these details will be displayed in the printed document version.
  • Add Comment lead all the communications with the responsible team on the document in one place. 


You can tag the user using "@" and type the user's email address. The tagged person will receive the email notification to their mailbox with your comment and respond to you in the same document.


The information from the Comments field is not printed on the documents and is visible only to the users of your company. 

  • Add Attachment  upload images and documents or tables as additional materials.



Track the changes with Revision History


Use the Revision History button to track all the changes made in the document. Select two document versions to compare them.


In Revision History, you can see all the attachment alterations as well.



Step 5. Downloading the PR


If you wish to download the created document, use two available Download Options so you can receive the PDF or XLSX formats. 


Please consider that the download option is available on all the document statuses except Draft, Canceled, Pending, and In Revision.


Track Purchase Requisitions using Statuses and Roles


All the actions with Purchase Requisitions can be tracked by statuses. The PR document has seven statuses:

  • Draft  Purchase Request was created but not submitted yet. The initiator is still working on it.
  • Pending the document was submitted and is waiting for approval from the authorized user. 
  • Approved  all responsible users have approved the Purchase Requisition.
  • Completed  there is a completed Purchase Order/Orders for all requested items, OR PR is manually marked as completed.
  • Rejected  the document or all items were rejected at the PR approval stage or Purchase Order creation stage.
  • In Revision  a reviser (either the Purchase Requisition's initiator or approver) is editing the document, adding or removing items.
  • Canceled  the initiator/approver revoked the whole document after it was approved.


Each user can have the appropriate role according to the tasks before them. There are three roles: 

  • Viewer  role grants document viewing without rights to editing or approving. 
  • Creator  role provides access to document creation and editing. 
  • Approver role allows approving the documents created by other users.


To learn more about how to work with users and roles in PR documents, please consider this article


Track Purchase Requisitions using Saved Filters


You can use preconfigured saved filters to track needed Purchase Requisition documents.


More on how to use filters in Precoro, you can find here.


You can utilize these examples to track:


  • Requests that have not been ordered yet


Status: Approved + Waiting for the PO creation: Yes


  • Approved Requests waiting for the delivery


Status: Approved + Waiting for the PO creation: No



Additional helpful articles


How to Create a Purchase Requisition Custom Report 

How to manually complete Purchase Requisition

How to Approve a Purchase Requisition 

How to Create a Purchase Order from Several Purchase Requisitions