Purchase requests

Purchase requests are internal documents with which an employee requests the purchase of goods or services. After approval, the purchasing department creates purchase orders from them.

You add a purchase request in the Documents module with the function “Add purchase request”. If the company keeps a product catalog, you can also put it together by selecting from products in the tab “Add document by selecting products” - some users may have the right to add purchase requests only in this way.

• “Supplier” - you can also enter it for each line separately if the goods are supplied by different suppliers
• “Date of delivery” and “Requested payment term”
• “Offer/contract” - related documents
• “Purchase request requested by” - only a user with the corresponding right can change it

The lines of a purchase request are requested amounts.

You will find approved purchase requests in the report What we want to order. You select them, and with the function “Bulk document creation” you create issued purchase orders - one for each supplier. You can move amounts between the purchase orders.

The relationship between purchase requests and purchase orders is M:N: one purchase request can give rise to several purchase orders, and one purchase order can combine several purchase requests. Example:

• For a new employee, the manager requests a computer, a phone, a SIM card, a chair and a desk.
• The computer and the phone go on one purchase order to the IT hardware supplier - together with items from other purchase requests for hardware.
• The SIM card goes on a second purchase order to the operator.
• The chair and the desk go on a third purchase order to the furniture supplier.

With the function “Related purchase requests, orders and invoices” you download an overview of how purchase requests, purchase orders and invoices follow on from each other.

• Orders
• What we want to order
• Document flow