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Purchase Requisitions

Raise internal requests for material — the first step before placing a supplier order.

Purchase Requisitions#

A Purchase Requisition (PR) is an internal request for material. It says "we need X quantity of Y by Z" — without committing to any specific supplier yet. Once approved, PR lines get converted into actual Purchase Orders placed with suppliers.

PRs are the classic "maker/checker" control on purchase spending: the shop floor raises them, a manager approves them, then purchase executes them. Skipping the PR and going direct-to-PO is allowed for ad-hoc purchases, but the PR gives you the pre-commitment visibility.

Overview#

Every PR has:

  • An optional department (text)
  • Optional header-level remarks
  • One or more line items — each with item, UOM, qty, estimated rate, required-by date, preferred supplier, line remarks
  • A lifecycle status (Draft → Pending → Approved) and an order status (Not Ordered → Partially Ordered → Fully Ordered / Closed)

Typical workflow#

  1. Create a draft PR listing what you need
  2. Submit for approval
  3. Approver reviews and approves
  4. Purchase officer picks up the PR lines and converts them into one or more POs
  5. As POs are raised, the PR's order status moves from NO → PO → FO
  6. If some PR lines will never be ordered, use Close to mark the PR CL

Creating a purchase requisition#

  1. Navigate to Purchase › Purchase Requisitions
  2. Click + New PR
  3. Fill in optional header fields (department, remarks)
  4. Add line items — at least one is required
  5. Click Save → lands in Draft

Header fields#

FieldRequiredNotes
DepartmentNoFree text — helps with reporting and filtering
RemarksNoFree text

Line items#

Each line says "we need this much of this item by this date".

FieldRequiredNotes
ItemYesSearchable picker; must be approved
UOMYesPick from the item's purchase UOMs; defaults to stock UOM
QuantityYesPositive number
Estimated Rate—Read-only, pulled from the item's standardCost
Estimated Amount—Calculated as qty × rate
Required By DateNoWhen you need the material
Preferred SupplierNoOptional hint for the purchase officer
Line RemarksNoFree text

Fill in Required By Date wherever you can. Downstream reports use it to surface items that are overdue or due this week on the Purchase Dashboard.

Statuses#

PRs use the dual-status model — a lifecycle status (the approval state) and an order status (how much has been converted into POs).

Lifecycle status#

CodeLabelMeaning
DDraftEditable; can delete
PPending ApprovalAwaiting approver; read-only
AApprovedReady for PO conversion
RRejectedEditable; can resubmit
CNCancelledVoided

Order status#

CodeLabelMeaning
NONot OrderedNo PO raised against any line yet
POPartially OrderedSome lines covered by POs, some not
FOFully OrderedEvery line's requested qty has been covered
CLClosedPR was closed out; no more POs will be raised against it

Order status moves automatically as POs are created. It is not something you set by hand — except by explicitly closing the PR.

Workflow actions#

ActionFrom lifecycle statusPermission
Submit for ApprovalDraft, RejectedPURCHASE.MANAGE_PURCHASE_REQUISITIONS
ApprovePendingPURCHASE.APPROVE_PURCHASE_REQUISITIONS
RejectPendingPURCHASE.APPROVE_PURCHASE_REQUISITIONS
Recall to DraftPendingPURCHASE.MANAGE_PURCHASE_REQUISITIONS
CloseApprovedPURCHASE.MANAGE_PURCHASE_REQUISITIONS
DeleteDraft, RejectedPURCHASE.MANAGE_PURCHASE_REQUISITIONS
View PDFAnyPURCHASE.VIEW_PURCHASE_REQUISITIONS

Close vs. cancel#

  • Cancel — lifecycle becomes CN. Use when the whole request is dropped before any POs are placed.
  • Close — order status becomes CL on an approved PR. Keeps the approval history but blocks further PO creation against any line.

Converting a PR into a PO#

Conversion happens from the PO creation page, not from the PR itself.

  1. Go to Purchase › Purchase Orders › + New PO
  2. Pick the supplier (optional — you can pre-filter the picker)
  3. Click Add from PR — opens a picker dialog
  4. Select the PR lines you want to include
  5. Neriyam copies the item, UOM, qty, and estimated rate into the new PO
  6. Adjust the rate if your negotiated price differs from the PR estimate
  7. Save and submit the PO like normal

Each PR line carries a remaining-quantity counter. Once a PR line has been fully consumed by POs, it disappears from the PR picker.

One PR line can be split across multiple POs (e.g., if you source from two suppliers). Neriyam tracks the ordered quantity per PR line so the order status rolls up correctly.

PR detail page — tabs#

Line Items#

Shows each line with: Line No., Item, UOM, Qty, Est. Rate, Est. Amount, Req. By, Pref. Supplier, Remarks, Ordered Qty, and Line Status (Not Ordered / Partially Ordered / Fully Ordered).

Actions per line (when in Draft): Edit, Delete. Add Line at the bottom.

Attachments#

Upload supporting documents — quote comparisons, requisition form PDFs, etc.

List page#

  • Search by code or draft ref
  • Filters: Lifecycle Status, Order Status (independent)
  • Columns: Code/Ref, Requested By, Department, Lines & Amount, Lifecycle, Order, Created
  • Row menu with workflow actions

Find PRs awaiting my approval#

  1. Open Purchase › Purchase Requisitions
  2. Set Lifecycle Status filter to Pending Approval
  3. Sort by Created ascending

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