Purchase Requisitions
A purchase requisition is an internal request to purchase goods or services. It serves as the starting point for the procurement process, capturing what is needed, how much, and by when.
Creating a Requisition
To create a new purchase requisition:
- Navigate to Procurement > Requisitions in the sidebar.
- Click New Requisition.
- Fill in the requisition details:
- Requisition Number — A unique identifier (e.g., REQ-2026-001).
- Department — The requesting department or cost centre.
- Request Date — The date the request is made.
- Required By — The date by which the goods are needed.
- Priority — LOW, NORMAL, HIGH, or URGENT.
- Estimated Cost — An approximate total for budgeting purposes.
- Click Create to save the requisition in DRAFT status.
Managing Requisition Lines
After creating a requisition, add the items you need:
- Find your requisition in the list and click the Lines action.
- Click Add Line to add an item.
- For each line, provide:
- Description — What the item is.
- Quantity — How many you need.
- Estimated Price — The expected unit cost.
- Add as many lines as needed.
You can edit or remove lines while the requisition is in DRAFT status.
Requisition Lifecycle
| Status | Meaning |
|---|---|
| Draft | Being prepared. You can edit the requisition and its lines. |
| Pending Approval | Submitted and waiting for authorization. |
| Approved | Authorized. Ready to be converted into purchase orders. |
| Rejected | The request was denied. It returns to Draft for revision. |
| Converted | Successfully converted into one or more purchase orders. |
| Cancelled | The request was withdrawn. |
Submitting for Approval
When your requisition is ready:
- Make sure it has at least one line item.
- Click the Submit action on the requisition row.
- The status changes to Pending Approval.
Approving or Rejecting
If you are an approver:
- Click Approve to authorize the requisition. All pending lines are approved.
- Click Reject to deny it. The requisition returns to Draft so the requester can revise it.
Cancelling
You can cancel a requisition at any stage before it reaches a terminal status (Converted or Cancelled). Click the Cancel action to withdraw the request.