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Procedure documentationCreating Purchase Requests Locate this document in the navigation structure

 

The purchase request enables users and employees in the organization to initiate a purchasing process by submitting their needs for certain goods or services. The purchase request can then be copied to purchase quotation or purchase order for further processing.

Procedure

  1. From SAP Business One Main Menu choose:  Purchasing – A/P   Purchase Request   . In the Purchase Request window, specify the following details:

    • Requester — specify whether the initiator of the request is a user in SAP Business One or an employee in the company and then specify the respective user or employee name. By default, the current user appears in this field.

    • Requester Name, Branch, Department, E-Mail — populated automatically based on the specified requester. If the requester is a user, the information in these field is drawn from the respective fields in Users – Setup window in   Administration   Setup   General   Users   If the requester is an employee, the information is drawn from the respective employee master data record in   Human Resources   Employee Master Data  . You can change the details in these fields for the given purchase request.

    • Send E-Mail if PO or GRPO is Added — Select this checkbox to send an e-mail to the requester once a purchase order or goods receipt PO is created based on the given purchase request. When this checkbox selected, the E-Mail field is mandatory.

      The default setting of the checkbox is determined by the settings of the Send E-Mail When PO or Goods Receipt PO is Created checkbox in   Administration   System Initialization   Document Settings   Per Document tab   Purchase Request  .

  2. Select the required numbering series, and set the relevant dates in the Posting Date, Valid Until, Document Date, and Required Date fields. By default, the Posting Date is set to the current date, and the Valid Until date is set to one month later.

  3. In the Contents tab, in the Item/Service Type dropdown list, specify whether the purchase request if for items or service. If the purchase request is for items, specify in the Summary Type field whether to summarize the document by items.

  4. Choose the required items or fill in the details of the required services. The field Required Date is mandatory in each line. If the purchase request is for items, you must enter the required quantity.

  5. In the Attachments tab, you can browse and attach documents and files related to the purchase request. If needed, use the Display and Delete buttons, to view and delete attachments.

  6. If needed, specify the owner of the document and enter any relevant remarks.

  7. Choose Add.