Raise a purchase request

What it does

A Purchase Request (PR) is your internal pre-spend gate. Anyone with tenant access can raise one; the approval engine routes it to the right approver based on your policies; only once it's approved does it convert into a Purchase Order that commits cash to a supplier.

Use PRs when:

• You want spend reviewed before the PO goes out (most B2B teams)
• The buyer (e.g. an engineer) doesn't know which GL account to code against — they pick a supplier + line items, finance fixes the coding on conversion
• You don't yet know the exact price (PRs allow 0 unit price; the PO converter prompts for the real number)

How to use it

1. Open Procurement → Purchase Requests and choose New request.
2. Pick the supplier (or leave blank if TBD — set it on conversion).
3. Add one or more lines: description, quantity, unit price. The account code is optional; if you leave it off, finance fills it in on the PO.
4. Add a justification — this is what the approver reads. Short beats vague: "Renew DataDog seat for new SRE" not "Tools".
5. Optionally set a required-by date if delivery matters.
6. Choose Submit for approval. If a policy matches your PR, it lands on pending_approval. Otherwise it auto-approves and is ready to convert.
7. Once approved, click Convert to PO to raise the commitment to the supplier.

Tips

• Drafts are saveable — you don't have to submit immediately.
• If your team raises the same shape of PR repeatedly (monthly AWS top-up, team lunch claims), turn it into a template — see Save a PR as a reusable template.
• The approval policy is matched on document type + total + raiser. Configure it in Settings → Approval policies.
• Rejected PRs can be edited and resubmitted. The original approval request stays in the audit history.

Related

• Save a PR as a reusable template
• Send a purchase order to a supplier
• Configure an approval policy