A Purchase Requisition (“PR”) is created whenever someone in the organization needs to purchase something, and wants to make an official request for approval for it.
In manual systems, a paper PR document is produced and attached to supporting documents like quotations or product specifications. This document passes through the relevant approvers for their signatures, following which a Purchase Order (“PO”) is generated. The PO is an official document that is issued to the supplier to notify him that the purchase has been approved internally, and that they may proceed to deliver the good/service. Once they have done so, they will issue an invoice for payment.
Before You Raise a PR
On Procurehere, the PR is raised through the system by entering the details on the request as described below.
First, however, there are two pre-requisites that one needs to satisfy before one can proceed to raise a PR:
- The user’s selected User Role must have rights that allow them to create a PR. If you are unable to create a PR, then you need to ask your Administrator to assign the correct user role to you. Note that the system has certain default roles that are built in and cannot be deleted, and that the relevant role for this is called “PR Creator”. View this article if your Administrator is having trouble creating a suitable user role, or view this article if your Administrator is having trouble assigning the user role to you.
- The Administrator must have created an appropriate PR template for the class of PRs before the user can proceed to raise a PR. The template must be assigned to you before you can create a PR. View this article if your Administrator is having trouble creating a PR template and assigning it to a user.
Once these are set up, you are ready to create a PR.
Starting the Creation Process
To create a PR, click on the Create button at the head of the page, and hover to and click on the Purchase Requisition (PR) option in the dropdown menu.
This will bring you to the PR Creation page where you can either create a new PR or copy one from a similar previous event.
Then search for and select the appropriate template for your PR. Choose carefully, as selecting the wrong template will lead to your approvers rejecting the request and you having to create the whole thing again from a scratch.
Once you have done this, you will be taken to a wizard where you will be guided through seven steps to enter in the information required for a PR.