Purchase Request Details

The Purchase Request details page provides a comprehensive view of all key information related to a purchase request (PR), enabling users to manage, review, and monitor the request's approval status and item requirements.

Overview

The PR Details page is designed for users to manage the review, approval, and processing of purchase requests (PRs).

Users can access several tabs within the details page to view the PR’s specifics. The Requested Items tab shows all initial item requests made in the PR. An Attachments tab is also provided to centralize all relevant documentation for the PR.

Additionally, based on a PR in Ordering status, a user with the Create PO permission can create a PO.

Available statuses

  • Draft: Assigned when the PR is saved but not yet submitted. This status indicates an incomplete PR, visible only to the initiator.
    • Actions: Delete, Save or Send.
  • Enroute: Assigned when the PR enters the approval workflow. Approvers and reviewers proceed through designated workflow steps set of the PR module.
    • Actions: Approvers can Approve, Reject or Cancel the request.
  • Ordering: Assigned when the PR is approved and ready for purchase order creation.
    • Actions: Cancel, or Complete, users with the Create PO permission can create a purchase order, using Create PO button.
  • Completed: Final status, marking orders as complete and displaying them in the Archive tab on the dashboard.
  • Cancelled: Assigned when the PR is cancelled and is also displayed in the Archive tab on the dashboard.

General Information

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Only editable if the PR is in draft status.

  • Beneficiary: Is automatically filled with the user’s name, but Purchase Request Managers can select any beneficiary from all users.
  • Organization Unit: Selected user's organization unit.
  • Priority: Selected from options: Normal/High. Visible on dashboards for urgency.
  • Due Date: Specifies when the items should be received.
  • Purpose: Indicates the PR’s purpose.

Document Rows

The Requested Items tab outlines initial item specifications as requested by the user.

The Attachments tab lets users and managers add and view relevant files, supporting documentation for the PR.

Requested Items

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  • Description: Displays requested item.
  • Quantity: Displays the set number of each item.
  • UoM: Displays unit of measure.
  • Expense Type: Displays selected expense type from available types in Expense Types.
  • Remarks: Item-related notes or comments.

Attachments

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  • File Name: Name of the uploaded file.
  • Comment: Additional notes or comments for the file.

Any document can be uploaded here, adding context or requirements related to the PR.

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