TABLE OF CONTENTS
What Is a Purchase Requisition?
A purchase requisition is a formal request made by an employee to acquire goods or services for their company. It serves as the initial step in the procurement process and helps ensure that all purchases are necessary, properly approved, and within budget.
Department heads typically oversee the approval of purchase requisitions. Once approved, the requisition is sent to the procurement department, which is responsible for sourcing and purchasing the requested items from suppliers.
To learn more about the requisition process, including when and why requisitions are needed, and to discover best practices, visit our blog post.
How to Create a Purchase Requisition in Precoro
💡 Please note that the company administrator must first set up and configure the module to allow users to create new purchase requisitions.
Visit this article to learn how to enable the module, assign relevant user roles, and set up the approval process.
Step 1: Create a New Document
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Open the Purchase Requisition module from the left-side menu.
- Click Create and choose a form if your company uses the Custom Document Form feature.
- Enter the required details, including Location, Delivery Date, and any custom fields your company uses.
- Optionally, add a budget to your PR. Learn how here.
- Press Create.
💡 Pro tip: Precoro lets you create custom PR forms tailored to different purchase types. To learn more about this feature, check out our article.
Step 2: Add Items to Your Purchase Requisition
Once your PR document is created, you can add items using one of the following methods in Precoro:
- Select items already in the Catalog. Learn more here.
- Enter item details manually. See how here.
- Bulk upload items from external sources using Excel. Find out more here.
- Bulk update items with an Excel file. Learn more here.
💡 Pro tip: When you add a supplier while the document is in Draft status, you can either select an existing supplier from the drop-down list or create a new one by clicking Add New Supplier.
Step 3: Add Notes, Comments, and Attachments
You can also include additional details or specify important information in your purchase requisition. In Precoro, you can do this in several ways:
- Add Notes: Include delivery times and other critical details that will appear on the printed document.
- Add Comments: Communicate directly with your team by tagging users with “@” to notify them and keep all discussions within the document.
- Add Attachments: Upload relevant files, such as images or documents, to support your requisition.
To learn more about how to work with notes and comments, please follow this link.
Step 4: Confirm the Document
Review the document to ensure all required information is included. When ready, just press the Confirm button on the action panel.
💡 Pro tip: If the Confirm button is inactive, hover over it to see which fields need to be filled out before you can proceed.
If your company uses the Approval Workflow feature, the document will be sent to the designated approvers for review. For more details on how approvers handle requisitions, please refer to this article.
Without Approval Workflow, the document will automatically be marked as Approved after confirmation.
Step 5: Download the Created PR
Once the document is approved, you can download it by selecting either the PDF or XLSX format from the available options.
Note that downloads are only available for documents in all statuses except Draft, Canceled, Pending, and In Revision.
Frequently Asked Questions
❓ How can I view full details on purchase order items from a purchase requisition?
If a related Purchase Order exists, you can view the complete details of the items by clicking the "Show Purchase Order" button in the PR.
❓ Can I enter negative item values?
Yes, you can enter negative item values in your purchase requisition. Find out how here.
❓ Can I create zero-value documents?
Yes, you can approve and send documents with a zero total value to integrated partners. Please follow this link to learn more.
❓ Can I revise a purchase requisition and add new items after approval?
Yes, you can revise a PR and add new items even after it’s been approved. However, note that you cannot edit items already included in a related purchase order, and new items won’t be added to the existing PO.
❓ Can I update item prices in a purchase requisition using the Catalog?
Yes, you can update item prices in your PR by using the "Update Prices by Catalog" feature.
To activate it:
- Go to Configuration → Basic Settings → Documents Setup → Purchase Requisitions.
- Check the “Display prices” option.
To use this feature:
- Open the PR document and click "Update Prices by Catalog."
- Review and accept the new prices to update them in your document.
Once you confirm, the price will be updated.