Stores Purchase Request

note

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

STORES PURCHASE REQUEST

1.1 Add Purchase Request

Add Purchase Request - Step-by-Step

Step 1: Reach the Purchase Request

From the main side menu, click on "Store", then go to "Operations", and finally choose "Stores Purchase Request".
This will open the Stores Purchase Request Search page.

Step 2: Adding a Purchase Request

Located at the top-right corner of the Stores Purchase Request Search page, there is an “Add Stores Purchase Request” button.
Simply click on this button to proceed.

Step 3: Fill in details
Click Add Purchase Request on the Search page – the Add screen opens.

Supplier [Dropdown][Mandatory] – choose an existing supplier. Tick the checkbox to add a new source supplier if applicable.
Purchase Request Number [Text Field][Mandatory] – auto-generated or editable as per configuration.
Purchase Request Date [Text Field][Mandatory] – filter PRs created on or after this date (format: yyyy-mm-dd).
Purchase Request Status [Text Field][Mandatory] – dropdown to select PR status (Draft, Approved, Rejected, etc.)
Department [Dropdown][Mandatory] – – Select the department responsible for the request.By default, the Department is auto-populated.

Note: - This department is fetched based on the department assigned to the employee at the time of employee creation, and it is linked to that employee
Purpose of Requirement [Text Field][Mandatory] – describe what is needed and why.
Remarks [Text Field][Optional] – any extra comments or details.
Requested By [Text Field][Optional] – auto-filled with the logged-in user.

Add Line Item(s):

Type [Dropdown][Mandatory] – select the item type/category.
Product [Dropdown][Mandatory] – choose the product (use the picker if available).
Quantity [Text Field][Optional] – enter the required quantity.
Unit [Dropdown][Optional] – select the unit of measure (e.g., Number, Kg).
Due Date [Text Field][Optional] – set the required-by date.

Click Add – The line item will appear in the list below with details.

Clear : - Clears all the entered details in the Packing Purchase Request form and resets the screen for fresh entry.
Save as Draft - After adding all required items, click Save as Draft at the bottom of the page. The request will be stored in the system and can be reopened later for submission or editing.
Submit for Approval: - This button is used to send the request to the next level or authorized person for approval.
Approve: - This button is used by the authorized user to review and approve the submitted request.
Cancel PR: - While editing a request that has not yet had a Supplier PO raised against it, an authorized approver sees a Cancel PR button alongside Approve/Reject. Click it to cancel the request.

Edit Line Item

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

Save as Draft

After adding all required items, click Save as Draft at the bottom of the page.
The request will be stored in the system and can be reopened later for submission or editing.

1.2 Search Stores Purchase Request

Search a Stores Purchase Request - Step-by-Step

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

Supplier – Select supplier from dropdown.
Purchase Request Number – Enter request number (e.g., PR-0001).
Purchase Request From Date – Filter PRs raised on or after this date.
Purchase Request To Date – Filter PRs raised on or before this date.
Status – Filter by status (Raised, Placed, Approved, etc.).
Due From Date – Filter line items with Due Dates on or after this date (format: dd-mm-yyyy).
Due To Date – Filter line items with Due Dates on or before this date (format: dd-mm-yyyy).
Department – Select department that raised the request.
Only New Source Supplier – Checkbox to filter PRs with manually entered (new) suppliers.

Click Search – Matching purchase requests appear in the Results table.
Click Clear – To reset all filters.

Step 2: See the Results
After clicking "Search", you'll see results:

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

1.3 Edit Stores Purchase Request

Edit a Stores Purchase Request - Step-by-Step

Step 1: Find Stores Purchase Request Edit

Step 2: Start Editing

On the Stores Purchase Request Search page, you can edit a Stores Purchase Request.
Click Search: Press "Search" to find the Stores Purchase Request you want to edit.

Step 3: Edit Details

After searching, you'll see the Stores Purchase Request that you want to edit.
Click "View/Edit" next to that supplier to reach the Edit Stores Purchase Request page.

Step 4: Update Info
On the Edit Stores Purchase Request page, you'll see existing details.

You can make edits to your entry and then proceed to submit it.

Step 5: Save Changes
After editing, review your changes.

When you're ready, click "Submit" to save the updates.

Purchase Request Version

Below the Edit screen, once a request has been searched into, a Purchase Request Version table lists every version of that Purchase Request, with columns S.No, View/Edit, Supplier, Purchase Request Number, Purchase Request Date, Type and Version (the version number of that row).
Click View/Edit on a row to load that version's line items into a Purchase Request line item version table below.

note

Fields marked with * are mandatory.
Use precise Purpose of Requirement to help approvers and buyers.
Due Date on each line helps planning and prioritization.
If you cannot find a user in 'Requested By' or see a message about Employee master, contact HR/Admin to link your employee record.

That's it! You've learned how to ADD, SEARCH, and EDIT a Stores Purchase Request using the DMeX Support team.
For further assistance, please contact the Customer Support Team.