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Maintenance Purchase Request

MAINTENANCE PURCHASE REQUEST​

1.1 Add Maintenance Purchase Request​

Add a Maintenance Purchase Request - Step-by-Step

Step 1: Reach the Maintenance Purchase Request Screen

From the main Side menu, click on Maintenance → Operations → Maintenance Purchase Request.
This will directly open the Maintenance Purchase Request page.

Step 2: Create a New Purchase Request
Click on the “Add Purchase Request” button on the top-right corner.
This will open the Create Purchase Request form.

Step 3: Fill in Purchase Request Details
Fill in the mandatory and optional details as follows:

  • Supplier [Dropdown] (Mandatory) – Select an supplier from the dropdown .
  • Purchase Request Number [Text Field] (Mandatory) – Auto-generated or editable as per configuration.
  • Purchase Request Date [Text Field] (Mandatory) – Select the request date.
  • Purchase Request Status [Text Field] (Mandatory) – Auto-generated to NEW on creation.
  • Department [Dropdown] (Mandatory) – Select department that raised the request.
  • Purpose of Requirement [Text Field] (Mandatory) – Enter the purpose for which the request is being made.
  • Remarks [Text Field] (Mandatory) – Provide any additional remarks here.
  • Requested By [Text Field] (Mandatory) – Displays the current logged-in user.

Step 4: Add Purchase Request Line Item(s)
Under the Purchase Request Line Item(s) section, fill in the following details:

  • Type [Dropdown] (Mandatory) – Select the item type/category.
  • Product [Dropdown] (Mandatory) – Choose the required product.
  • Quantity [Text Field] (Optional) – Enter the required quantity.
  • Unit [Dropdown] (Optional) – Select the unit of measure (e.g., Kilo, Number).
  • Due Date [Text Field] (Optional) – Enter the due date for the requested item.

Click on “Add” to include the line item.
Use “Clear” to reset the fields.

Step 5: Edit Line Item

  1. In the list of added items (bottom section), locate the row of the item you want to edit.
  2. Click the View/Edit.
  3. Update the fields (Quantity, Unit, Due Date, etc.).
  4. Click Save → The modified details will be updated in the table.

Delete Line Item

  1. In the item list, find the row of the product to remove.
  2. Click the Delete (Red Trash Icon).
  3. The item will be removed from the request.

Save or Draft the Request
Once all mandatory fields are filled, click “Save as Draft” to keep the request for later editing.
If mandatory fields are missing, the system will show validation messages.

note

If no employee is available for the current user in Employee Master, the system will display a warning message.

1.2 Search a Maintenance Purchase Request - Step-by-Step​

Step 1: Start Searching
On the Maintenance Purchase Request Search page, you can search in different ways:

  • Supplier [Dropdown] (Optional) – Select supplier from dropdown.
  • Purchase Request Number [Text Field] (Optional) – Enter request number (e.g., PR-0001).
  • Purchase Request From Date [Text Field] (Optional) – Defaults to Current date. Change if needed.
  • Purchase Request To Date [Text Field] (Optional) – Defaults to Current date. Change if needed.
  • Department [Dropdown] (Optional) – Select department that raised the request.
  • Status [Dropdown] (Optional) – Filter by status (Draft, Raised, Placed, Approved, etc.).
  • Due From Date [Text Field] (Optional) – Search by required due date.
  • Due To Date [Text Field] (Optional) – Search by required due date.
  • Only New Source Supplier – Check this box to view only requests from new supplier.

Step 2: Search or Clear

  • Search – Matching purchase requests appear in the Results table.
  • Clear – Clear all filters.

Step 3: See the Results
After clicking Search, you’ll see results:

  • If you search by Supplier or Maintenance Purchase Request Number, you’ll find the matching item.

1.3 Edit Maintenance Purchase Request - Step-by-Step​

Step 1: Results Table Overview
The results are displayed in a tabular format with the following columns:

  • S.No – Serial number of the request in the list.
  • View/Edit – Action icon that allows you to open the request in edit mode.
  • Supplier – The name of the supplier linked to the request.
  • Purchase Request Number – Unique request identifier (e.g., PR-0001).
  • Purchase Request Date – When the purchase request was raised.
  • Status – Current status of the request:
    • RAISED – The request has been created but not yet processed.
    • PLACED – The request has been placed with the supplier.

Step 2: Export Option
The Export as Excel button allows users to download the entire results table in Excel format.

Step 3: Add Remarks (Optional)

  • In the Remarks field, enter any additional information.

Step 4: Upload File (If Required)

  • Click Browse to select a file.
  • Maximum file size allowed: 3 MB.
  • Click Upload File to attach it with the purchase request.
note

If no employee is available for this user in the Employee Master, the system will display a message.

Step 7: Purchase Request Version

The Purchase Request Version section displays the version history:

  • Supplier – Supplier name.
  • Purchase Request Number – Auto-generated request number.
  • Purchase Request Date – When the purchase request was raised.
  • Type – Initial Order or Revised Order.
  • Version – The version number of the request.

Step 8: Save Updates

  • After making the necessary edits, click Update to save changes.

Once a Supplier Purchase Order (PO) is raised for the purchase request, no further edits are allowed.

That's it! You've learned how to ADD, SEARCH, and EDIT a Maintenance Purchase Request using the DMeX app.For assistance, contact the Support Team.