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HR Purchase Request

note

To go back to the Search screen, click HR Purchase Request next to Welcome at the top-right corner of the page.

1.1 Add Purchase Request​

Add an Purchase Request – Step-by-Step​

Step 1: Reach the HR Purchase Request Section
From the main side menu, click on "HR & Administration", then go to "Operations", and finally choose "HR Purchase Request".
This will open the HR Purchase Request page.

Step 2: Adding a Purchase Request
On the top-right corner of the HR Purchase Request page, click the "Add Purchase Request" button.

Step 3: Fill in the Details

• Upon clicking the 'Add Purchase Request ' button, the Purchase Request page will open. Complete the following information:

  • Supplier [Dropdown][Mandatory]: Select the supplier from the dropdown list. If not available, check the box to add a new supplier.
  • Purchase Request Number [System-Generated][Mandatory]: A unique, non-editable number assigned automatically.
  • Purchase Request Date [Text Field] [Mandatory]: Enter or select the request date (defaults to today).
  • Purchase Request Status [Mandatory]: Indicates the current status (default is NEW).
  • Department [Dropdown][Mandatory]: Select the department raising the request.
  • Purpose of Requirement [Text Field ][Mandatory]: State the reason or purpose for the purchase.
  • Remarks [Text Field] [Optional]: Add any additional notes or instructions.
  • Requested By [Auto-filled]: Automatically shows the logged-in user’s name.

1.1.1 Add Purchase Request Line Item(s)​

  • Type [Mandatory]: Choose type (e.g., Others, Item, Part).
  • Product [Dropdown] [Mandatory]: Select the required product.
  • Quantity [Optional]: Enter the required quantity.
  • Unit [Optional]: Select the measurement unit (pieces, kg, liters, etc.).
  • Due Date [Optional]: Enter the expected delivery date.

Click Add to insert the line item or Clear to reset fields.
You can also Save as Draft to store the request without submitting.

Note: If no employee is available for the user in the Employee Master, the request may not proceed.

1.2 Search Purchase Request​

Search a Purchase Request – Step-by-Step​

Step 1: Start Searching
On the HR Purchase Request Search page, you can filter requests using:

  • Supplier: Select a supplier from the dropdown.
  • Purchase Request Number: Enter the unique request number.
  • Purchase Request From Date & Purchase Request To Date: Specify a date range for requests — pick the start date in Purchase Request From Date and the end date in Purchase Request To Date.
  • Department: Filter by department.
  • Status: Choose a status (e.g., RAISED, CANCELED, REJECTED).
  • Due From Date & Due To Date: Search by due date range — pick the start date in Due From Date and the end date in Due To Date.
  • Only New Source Supplier: Check this box to filter requests for new suppliers. A "New Source Supplier" field will then appear for search.

Step 2: See the Results
Click Search to view results, or Clear to reset filters.

1.3 Edit Purchase Request​

Edit a Purchase Request – Step-by-Step​

Step 1: Find the Purchase Request Edit
Go to the Purchase Request Search page and locate the record using filters.

Step 2: Start Editing
Click Search to display the matching requests.

Step 3: Edit Details
In the results, click "View/Edit" next to the Purchase Request entry.
This opens the Edit Purchase Request page.

Step 4: Update Information
Modify details as needed (Supplier, Department, Purpose, Items, etc.).

Note: Once a Supplier PO is raised for the purchase request, you cannot edit any data.

Step 5: Save Changes
After reviewing updates:

  • Click Submit to save changes.
  • Or click Clear to exit without saving.

Step 6: Cancel a Purchase Request
If the logged-in user is an admin and the request is still eligible for cancellation (no Supplier PO has been raised against it and it has been through approval validation), a Cancel PR button is shown on the Edit page. Click it, then enter a reason (or select "Other" and add a note) in the confirmation prompt that appears. On confirming, the Purchase Request Status is set to CANCEL and the reason is recorded against the request.

1.3.1 Purchase Request Version History

If the Purchase Request has been amended, a Purchase Request Version table appears below the Edit form, listing every version of the request with the columns S.No, View/Edit, Supplier, Purchase Request Number, Purchase Request Date, Type, and Version. Click the View/Edit (eye/pencil) icon on a row to expand a Purchase Request line item version table underneath, showing that version's line items with the columns S.No, Type, Product, Quantity, Unit, and Due Date.

That’s it! You have learned how to ADD, SEARCH and EDIT an HR Purchase Request. If you face any issues, please contact the support team.