Purchase requisitions

Where

Purchase Transactions → Purchase Requisitions

Plan

Professional and above

Permission

Purchasing → Purchase Requisition

A requisition is an internal request to buy. A branch or department says what it needs and why; somebody senior says yes or no; the approved request is turned into a purchase order.

Nobody outside your business ever sees a requisition.

How to raise a requisition

1. Go to Purchase Transactions → Purchase Requisitions.
2. Click New requisition.
3. Choose the Location that needs the goods.
4. Type a Department if you track them. This is a free-text box, not a list.
5. Set the Expected delivery date.
6. Write a Justification — why you need this.
7. Under Products, click Add product for each item. Enter the Quantity; the Est. price is filled in from what the item normally costs. Add a Purpose / note per line if useful.
8. Click Save draft, or Save & submit to send it for a decision.

How to approve or reject one

1. Find the requisition in the list — it will be Submitted.
2. Open the row menu and click Approve or Reject.

This is a single click by one person, not a real approval workflow

Requisitions are not connected to the approval system used elsewhere in the app. That means:

• No value thresholds. A request for a box of pens and one for a van go through the same way.
• No routing. Nobody is notified, and there is no approvals inbox for them.
• You can approve your own request if you hold the permission.

If you need genuine controls on spending, put them on the purchase order instead, which is connected to the approval system.

How to turn an approved requisition into a purchase order

1. Find the Approved requisition in the list.
2. Open the row menu and click Convert to PO.

You will see Converted to purchase order. The requisition’s status becomes Converted to PO and it is now finished with.

Two things about converting that catch everyone out

You are not taken to the new order. There is only a brief message. The draft order is waiting in Purchase Orders — go and find it.

The new order has no supplier on it. The requisition never asked for one, and nothing prompts you to choose during conversion. You must open the draft order, add the supplier, and only then send it.

You can also click Convert to RFQ to go out for prices first, which does take you straight to the new RFQ.

How to cancel one

Open the row menu and click Cancel. You can cancel a draft, a submitted, an under-review, an approved or a rejected requisition.

Once converted, it is frozen

A requisition that has become a purchase order or an RFQ cannot be cancelled or reversed. Cancel the resulting document instead.

Only a draft can be edited or deleted.

Requisitions raised for you by the system

The stock planner can create requisitions in bulk. In Replenishment, accept the suggestions you want and click Convert to requisition.

What you get is an ordinary requisition, always a draft, holding all the accepted lines. It carries the planner’s note as its justification but has no department and no expected delivery date. You still submit, approve and convert it yourself.

What to watch out for

Editing a saved draft wipes its number

Save a change to a draft requisition and its number — PR-YYYYMMDD-HHMMSS-NNNNNN — is blanked. The list then shows an empty Number column for it.

Nothing else breaks, but the requisition becomes hard to refer to. Try to get a draft right before saving it a second time. The same applies to RFQs.

• Who raised it is not shown anywhere. The form has no “requested by” box and no screen displays the raiser.
• The justification and purpose notes are never displayed again. You can type them, but no screen shows them back to the approver — so an approver decides without seeing why.
• The date is always today. The form has no request-date box at all, so a requisition cannot be backdated — not because the dating window forbids it, but because there is nothing to type a date into. Expected delivery is the only date on the form, and being a forward-looking date it is not limited by the window.
• No printing, exporting or sending.
• Convert is only in the list. Opening a requisition full-page gives you a read-only form with no way to approve or convert it. Use the row menu in the list.
• On a phone the list offers only Submit. Approving and converting need the desktop view.
• Needs a connection.

Related

• Requests for quotation — getting prices before you commit
• Purchase orders
• Reordering and replenishment