🛍️Purchase Requisition Management

🏗️ Requisition Structure

🧾 Basic Information

Each purchase requisition includes:

• PR Number Auto-generated unique identifier (Format: PR-00000001, PR-00000002...)

• Requested By User or department initiating the request

• Reason (optional) Purpose or justification for the requisition

• Urgency Priority level (e.g., Low, Medium, High, Critical)

• Status Current state of the requisition (e.g., Pending, Approved, Rejected, Draft)

📦 Requested Items

Each requisition can contain one or more product lines:

• Product — selected from the product/service catalog

• Quantity — required units

• Unit Price — estimated or predefined price

• Total — calculated automatically (Quantity × Unit Price)

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✅ Creating a Purchase Requisition

Step 1: Start the Form

Go to Purchase Management → Purchase Requisitions Click Create Purchase Requisition

What happens automatically:

• PR number is generated (e.g., PR-00000002)

• Requested By is auto-filled based on the logged-in user

• Status (e.g., Pending or Draft)

Step 2: Fill Out Basic Details

Enter or select:

• Reason (optional)

• Urgency (required)

• Status (required)

Step 3: Add Items

For each required product:

• Select Product from the dropdown

• Enter Quantity

• Enter Unit Price

• Add more lines using Add More

• Remove lines using the trash (🗑️) icon

Step 4: Save the Requisition

Click Create If all validations pass, the requisition is saved and listed in the table.

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🗑️ Deleting a Requisition

You can delete a requisition if:

• It has not progressed to an irreversible stage (e.g., converted to PO or RFQ)

• You have the correct permissions

How to Delete:

1. Open the requisition list

2. Click the Delete 🗑️ action

3. Confirm the deletion

Deletion will:

• Remove the record permanently

• Remove all associated product lines

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👁️ Purchase Requisition Detail View

After creation, you can click on the PR number to view full details.

What You’ll See:

🧾 Header Section

• PR Number

• Status Badge (e.g., Approved, Pending)

• Created Date & Time

• Requested By

📋 Product Table

Columns include:

• Product Name

• SKU

• Quantity

• Unit Price

• Total

📊 Receipt Summary

Displays:

• ✅ Total Items

• ✅ Estimated Cost (auto sum of all product totals)

No separate edit form here — editing happens inline or via the list view.

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✅ Key Features & Rules

✔ Automatic Numbering

• Sequential format: PR-00000001, PR-00000002…

• Cannot be changed manually

• Always unique

✔ Required Fields

• Requested By (auto-filled)

• Urgency

• Status

• At least one product item

✔ Item Rules

• Product must be selected

• Quantity > 0

• Unit price is required (can be zero if allowed)

✔ Validation Rules

• Duplicate PR numbers not possible

• Status must match your workflow

• Empty item rows are not allowed

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🔐 Permissions & Access

• Only authorized users can create requisitions

• Edit/delete rights may depend on status or role

• Audit logging tracks who created and modified requests

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💼 Common Use Cases

• Internal purchase requests for office supplies

• Department-level procurement planning

• Pre-approval before raising purchase orders

• Estimating budget needs

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🚨 Error Handling

⚠ Missing Fields

The system highlights:

• Required fields left empty

• Invalid quantities

• Missing product selection

⚠ No Items Added

A purchase requisition cannot be created without at least one valid item.

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🔮 Best Practices

• Always add a reason for clarity

• Set the correct urgency to help with prioritization

• Review costs before submitting

• Use consistent product naming