Overview
The Purchase Requisitions module is where your team can request items to be purchased before they become official Purchase Orders (POs).
A purchase requisition (PR) is an internal request that:
lists what needs to be bought
shows which location and project it is for
goes through an approval workflow (Draft → Under Review → Approved / Rejected)
Once approved, the PR can be converted to one or more Purchase Orders, often grouped by supplier.
Path:
Inventory Management → Purchase Requisitions
Key Features
Requisition dashboard
Cards showing Total PRs, Draft, Under Review, Approved.
Create Purchase Requisition
Location, Project, Priority, Needed By date and Notes.
Item table with: Item/Description, Variant, UOM, Quantity, Estimated Unit Cost, Subtotal, Justification.
Buttons: Add Item, Bulk add items, Save Draft, Submit for Approval.
Bulk Add Products
Paste SKUs and quantities or upload a CSV file.
Two‑step flow: Products Data → Review & Add. (Your screenshot shows one line per product: SKU, QTY.)
Approval workflow
PR statuses: DRAFT, UNDER_REVIEW, APPROVED, APPROVED_PARTIAL, REJECTED, CONVERTED.
Approval, rejection, and change‑request comments are shown in the PR detail.
Aggregation and Conversion to Purchase Orders
For approved PRs, you can select multiple and aggregate them by supplier, then create Purchase Orders from them.
Getting Started
1. Open the Purchase Requisitions page
In the left menu, click Inventory Management.
Click Purchase Requisitions.
You’ll see:
Summary cards (Total PRs, Draft, Under Review, Approved).
A main area that lists PRs (or a “No purchase requisitions found” message if you have none yet).
2. Understand PR status
Draft – saved but not yet sent for approval.
Under Review – waiting for approver decision.
Approved / Approved Partial – approved and may be partially fulfilled.
Rejected – declined, usually with a rejection comment.
Converted – all requested quantities have been turned into purchase orders.
How to Use
A. Create a Purchase Requisition
You can start from either:
The blue + button in the top‑right of the Purchase Requisitions page, or
The “Create Purchase Requisition” button in the empty‑state panel.
Step 1 – Fill in header details
In the Create Purchase Requisition window:
Location* – choose where the items will be used or delivered.
Project – optionally link the PR to a project.
Priority – choose from options such as NORMAL.
Needed By* – set the date you need the items.
Notes – add any extra explanation or instructions (optional).
Fields marked with * are required.
Step 2 – Add items
In the Items section:
Option 1 – Add items one by one
Click + Add Item.
Select the product or service.
Fill in:
Quantity
Estimated Unit Cost
Optional Variant / Justification
Repeat for each item you need.
(These fields match the item table columns: Item/Description, Variant, UOM, Quantity, Est. Unit Cost, Subtotal, Justification.)
Option 2 – Bulk add items
Click Bulk add items.
In the Bulk Add Products window:
Choose Paste SKUs or Upload CSV.
For Paste SKUs, enter one line per product in the format SKU, QTY.
Click Parse to let the system read your list.
Click Review to move to the Review & Add step.
Confirm the items, then add them to the PR.
Step 3 – Save or submit
At the bottom of the form:
Cancel – close without saving.
Save Draft – save the PR as a draft (status: DRAFT).
Submit for Approval – send it into the approval workflow (status: UNDER_REVIEW).
B. View and Edit Existing Purchase Requisitions
On the main Purchase Requisitions page (below the summary cards), you’ll see a list of PRs. Each row shows:
The requester, location, and created date.
The current status and approval status (e.g., APPROVED, UNDER_REVIEW).
To open a PR:
Click anywhere on the PR row.
A detailed view (PR detail modal) opens.
In the details view you can see:
Header information (location, requester, etc.)
Items table with Item/Description, Quantity, Est. Unit Cost, Subtotal, Justification.
Change Request, Approval Comment, or Rejection Comment sections when relevant.
If the PR is still editable (for example, in Draft or Under Review), you may:
Update item quantities or descriptions.
Click Save Changes in the Items section.
C. Aggregate Approved PRs and Create Purchase Orders
When you have multiple stores or teams creating PRs, you can merge them into centralised purchase orders.
On the Purchase Requisitions list, find PRs with status Approved.
For an eligible PR, click Aggregate PR.
Select two or more PRs.
A new HQ Purchase Order Aggregation panel appears:
Shows how many PRs and stores are being merged.
Groups items by supplier and SKU, showing how many SKUs and PRs are in each supplier group.
Provides an Assign Supplier dropdown for each group.
Shows a note that only approved PRs can be aggregated.
From this panel you can proceed to create Purchase Orders per supplier. The backend converts the approved quantities into one or more POs and marks the PR as partially or fully converted.
Troubleshooting
“I can’t submit the requisition for approval”
Check:
Location and Needed By are filled in (both are marked required).
You have added at least one item.
Any required project field (if enforced by your setup) is not empty.
If still blocked, your business’s approval rules may require specific roles to submit PRs.
“Why is my PR still in Draft / Under Review?”
Draft: You clicked Save Draft instead of Submit for Approval.
Under Review: Approvers have not yet approved or rejected it.
They see the same PR detail with an approval action and can leave approval or rejection comments.
“I can’t aggregate a PR”
Aggregation only works if:
The PR is Approved or Approved Partial.
The PR still has outstanding quantity that hasn’t been converted to purchase orders.
“Error when converting a PR to Purchase Orders”
The backend enforces several rules:
The PR must be approved before conversion.
You cannot allocate more quantity than was requested.
You must assign at least one supplier and quantity.
Items without a catalog product cannot be converted and must be edited first.
If you see errors, check item quantities, suppliers, and that all lines are valid catalog products.
“Why was my PR rejected?”
Open the PR detail view:
Look for the Rejection Comment section, which explains why the approver rejected it.
You can then edit the PR and resubmit if your process allows it.
Connected Modules
The Purchase Requisitions module works closely with:
Purchase Orders (Inventory Management → Purchase Orders)
Approved PRs are converted into Purchase Orders during aggregation or direct conversion.
Suppliers
Aggregation groups requested items by supplier and lets you assign a supplier for each group.
Products & Inventory (Items, Variants, Locations)
PR items refer to catalog products and variants, using SKUs, options, and variant values.
Projects
PRs can be tagged to projects for tracking demand by project.
Approval Rules & Approval Matrix
These control who approves a PR and how the approval chain works.
Procurement Reports
Approved and converted PRs feed into procurement and inventory reporting endpoints for analysis.