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:

1. Navigate to Procurement > Requisitions in the sidebar.
2. Click New. This opens a new requisition page.
3. Fill in the requisition details:
   • Requisition Number — A unique identifier, suggested from your organization’s own series.
   • Department — The requesting department or cost centre.
   • Request Date — The date the request is made.
   • Required Date — The date by which the goods are needed.
   • Priority — Low, Normal, High or Urgent.
   • Estimated Cost — An approximate total for budgeting purposes.
4. Click Save. The requisition is stored in Draft status and you land on its page.

Managing Requisition Lines

The items a requisition asks for sit beside its details, on the same page — there is no separate tab to open.

1. Open the requisition by clicking its number in the list.
2. Click Add, then double-click a cell to fill it in.
3. For each line, provide:
   • Product — The catalogue item, where there is one. Only a line naming a product or a variant can find its own supplier.
   • Description — What the item is.
   • Quantity and Unit — How much you need, and what it is counted in.
   • Estimated Price — The expected unit cost, for budgeting.
4. Add as many lines as needed.

You can edit or remove lines while the requisition is in Draft status.

The road a requisition travels

Along the bottom of the requisition’s page runs its road: Draft → Pending approval → Approved → Converted. The step it is on is filled in, the steps behind it are ticked, and the step ahead is a button whenever the move is yours to make. Hovering a step says when it was reached and by whom.

Clicking the step it is on opens the map: every status, with an arrow for each move between them. That is where the refusal and Cancelled are picked, and a status Beelocity sets for you is marked Automatic.

Submitting for Approval

When your requisition is ready:

1. Make sure it has at least one line item.
2. Click Pending approval on the road, and confirm.

Approving or Rejecting

If you are an approver:

• Approved is the step ahead once the request is pending, and clicking it asks for the warehouse the resulting purchase orders should deliver to. All pending lines are approved, and Beelocity picks a supplier for each line from the supplier catalog, then creates one draft purchase order per supplier, priced from that supplier’s own catalog row. Only a supplier you can actually order from is considered: a supplier whose status is not Active is skipped, exactly as it would be if you tried to send the order. A supplier marked Preferred is taken first; where none is marked, the cheapest is used — cheapest meaning the price the order would actually carry, which is the last price you paid where there is one, and the agreed price otherwise. Prices are only ever weighed against each other within one currency: where the request names a currency, a supplier who prices in that currency comes first, and Beelocity never converts one currency into another to decide which is cheaper. A row attached to a specific variant is taken ahead of one attached to the whole product, and a supplier who quotes no price — or quotes zero, which is not a price — is passed over for one who does. Each created order is numbered automatically from your organization’s purchase-order series (PO-YYYY-NNNNNN), and where a supplier prices some items in one currency and some in another you get one order per currency, so every line on an order is priced in the order’s own currency. Two kinds of line are left for you: an item with no supplier you can order from, and an item whose supplier quotes no price — Beelocity will not put a zero on an order, and the estimate on the request is your own figure for budgeting rather than the supplier’s price. Those lines stay approved and wait for you to source them by hand. When every line found a supplier and a price the requisition moves to Converted; otherwise it stays Approved until the rest are placed.
• Refuse a single line instead of the whole request: while the requisition is pending approval, each waiting line offers a Refuse button, which asks why. Refused lines are simply skipped when the requisition is approved — the remaining lines convert as usual.
• To deny the whole request, open the map and pick Rejected. Beelocity asks why, and keeps the reason on the request.
• A refused requisition is put back with Reopen as Draft, in the header’s overflow menu. Its lines return to waiting, so it can be revised and submitted again. The map does not offer Draft: a request the approvals engine sends back arrives there on its own, and reopening by hand is only ever for a refusal.

Multi-step approval (optional)

If your administrator has configured a Purchase Requisition approval workflow (under Approvals → Workflows), the single-step approval above is locked: clicking Approved tells you the requisition must go through the approvals engine instead. Use Submit for approval in the requisition header’s overflow menu — the request is routed to the configured approvers (you cannot approve your own submission), every decision is recorded in the requisition’s Approvals tab, and once the request is approved the requisition lands on Approved. From there, clicking Approved runs just the purchase-order conversion, with the warehouse dialog as usual.

Without a configured workflow nothing changes — the single-step flow above is the whole story. A requisition approved in one move goes straight from Draft to Approved, and its road then draws Pending approval greyed, so you can see the step was jumped rather than reached.

Finding a Requisition

The Purchase Requisitions list searches by number, department or notes, and its filter button narrows it by Priority, Status, a Request Date or Required Date range, a Cost band, or — off the grid — by who Requested it and Active (see Working with lists).

Cancelling

You can cancel a requisition at any stage before it is converted or already cancelled. Open the map from the step it is on and pick Cancelled to withdraw the request.