Purchase Requisition

A Purchase Requisition (PR) is used to formally request the procurement of items or services required for business operations before a Purchase Order is created. It helps organizations track, review, approve, and manage procurement requests through a structured workflow.

For example, an employee can submit a Purchase Requisition to request laptops, software licenses, networking devices, office equipment, or vendor services. Once submitted, the PR moves through the configured approval workflow before proceeding to the procurement or Purchase Order stage.

It is commonly used for:

• Hardware procurement requests

• Software or license requests

• Vendor service requests

• Office and operational purchases

• Internal approval-based procurement processes

Unlike a Purchase Order, which is issued to a vendor to confirm procurement, a Purchase Requisition is an internal request used for approval and procurement planning before the actual purchase process begins.

How does it work?

A Purchase Requisition follows a workflow-driven process in which each PR moves through predefined stages based on the configured workflow and approval conditions. Users can create PRs, add line items, configure vendor and address details, submit the PR for approval, and track the approval status from the PR view page.

Workflow Stages | Purchase Requisition

Label	Description / Example
Draft	The initial stage is when the Purchase Requisition is created and saved, including PR details, vendor details, line items, and terms and conditions.
Waiting for Approval	Indicates that the PR has been submitted for approval and is awaiting action from the configured approver or approval team.
Approved	Indicates that the PR has been approved successfully based on the configured workflow and approval conditions.
Rejected	Indicates that the PR has been rejected during the approval process. Users can review and modify the PR if required.
Closed	Final stage of the Purchase Requisition lifecycle, indicating that the PR process is completed successfully.

What you see on the screen

The Purchase Requisition page displays all created PR records in a grid view. Users can search, filter, create, edit, delete, and manage Purchase Requisitions. The page also provides quick access to PR details, including priority, requested date, total amount, workflow status, and vendor information.

Purchase Requisition | Basic Details

Label	Action	Description/ Example
Search	Enter keywords to search PR records	Used to search Purchase Requisitions using keywords such as PR0002, vendor name, requester name, or PR title.
Filter	Click the filter icon to apply conditions	Used to apply advanced filter conditions based on PR fields such as Status, Priority, Vendor, Workflow State, or custom fields.
Date Range	Select a date range	Used to filter Purchase Requisitions based on selected date ranges such as Today, Last 7 Days, Last Month, or custom date ranges.
Line Item Column Selection	Click Actions and configure columns	Used to configure and manage visible line item columns such as Item Name, Quantity, Unit Cost, Tax Amount, and custom fields based on RBAC permissions.
Add Purchase Requisition	Click + Add Purchase Requisition	Opens the Purchase Requisition creation page to add a new PR, including vendor, line items, addresses, and terms and conditions.
Column Details
Purchase Requisition ID	Click to open in the view page	Displays the unique Purchase Requisition ID.Example: PR0002. Clicking the ID opens the detailed PR view page.
Title	View only field, no actions can be taken	Displays the configured title or summary of the Purchase RequisitionExample: "Laptop Procurement Request" or "Networking Device Purchase".
Requested By	View only field, no actions can be taken	Displays the name of the user who created or submitted the Purchase Requisition.
Requested Date	View only field, no actions can be taken	Displays the date on which the Purchase Requisition was created or submitted.
Required Date	View only field, no actions can be taken	Displays the expected procurement or delivery date configured for the Purchase Requisition.
Priority	View only field, no actions can be taken	Displays the configured priority level of the Purchase Requisition.Available Options: Low, Medium, High, or Critical.
Total Amount	View only field, no actions can be taken	Displays the total calculated amount of all configured line items in the Purchase Requisition.
Status	View only field, no actions can be taken	Displays the current workflow status of the Purchase Requisition Available Options: Draft, Waiting for Approval, Approved, Rejected, or Closed.
Vendor	View only field, no actions can be taken	Displays the mapped vendor associated with the Purchase Requisition.
Locations	View only field, no actions can be taken	Displays the configured branch, office, or operational location associated with the Purchase Requisition.
Edit	Click the edit icon	Opens the selected Purchase Requisition in edit mode to modify details, such as line items, vendor details, addresses, or workflow-related information, subject to permissions.
Delete	Click the delete icon	Deletes the selected Purchase Requisition from the system, subject to delete permissions and workflow restrictions.