Purchase requests

The purchase requests menu contains all requests that are still waiting for approval before the order is actually placed. These can be requests that have arisen from the catalog, a webshop or a free request that still has to be assessed. Purchase requests can be approached via → .

By default, the main window is filtered by the logged in user's activities.

Use the search bar above the overview to find specific requests.
Search terms must relate to information found in either the Description or Delivery Location columns.

For someone who is only allowed to order, those will be requests that are not quite ready yet. This can be recognized by the color of the shopping cart at the top right . By hovering the mouse on top of the shopping cart, it becomes visible what is currently added to the shopping cart.  

A purchase request is started via the search bar 'Search article' in the screens home, purchase requests, webshop and free request. You can also start an application via a web store or free application via the search bar.  

Searching for products can be done in several screens. By starting to type in the search bar, the available articles are searched directly. You can search for both the name and number of the article. This search works on parts of a word. Searching for 'lamp' also shows 'lamp bundles', for example.  

With several of the same items can be added to the shopping cart and with the minus and plus quantity is reduced or increased. It is also possible to manually enter a quantity by clicking on the quantity.

Once the desired quantity has been reached, click on the button to add it to the shopping cart.

To add another item, replace the current order and repeat the steps above. A search can be completed with a search by category. This can be done by ending a search with an 'enter'. The desired category can then be selected via the window to the left of the search result in order to search more specifically.  

Step 1: Items

• When all desired items have been added, you can check the request in the cart. In the ‘Items’ step, it is possible to add additional items or delete existing lines via the search function.

• Also, coding can be applied by opening the coding screen using the slider to the right. If the data is correct, you can navigate further to the next step using the arrow  .

• The red dot next to the step indicates that an entry is incorrect. By clicking on the step, you can navigate back.

Delete & update 

It is possible to delete the entire purchase request by clicking on   and selecting 'delete document'. 

To delete a single line, you may click on the button. 

In Bulk

To remove lines either individually or in bulk, you can select the lines and then click on 'delete selected lines'.

It is also possible to update the selected lines in bulk by selecting the lines and clicking on 'bulk update selected lines'. This action will open a pop-up where you can fill in the fields that are eligible for updating. 

Step 2: Order Information

In the Order Information step, the data can be enriched with an appropriate description of the purchase, reason for request, any attachment, delivery location, and comments. 

• The button further creates the request.
• If any information is missing, this is indicated by a pop-up. By clicking ‘Cancel’, the missing information can be completed. The banner or the field itself indicates which information is missing.

Step 3: Created

When the purchase request is successfully created, a pop-up appears and automatically navigates to the ‘created’ screen.

Icon	Meaning
	Draft A purchase request is in the 'draft' status, if it has not yet been passed on for approval. In practice, this is a purchase request the requestor is still working on.
	A purchase order enters the ‘to be placed’ status if it cannot be placed automatically by procurement. In this status, a buyer can manually place the purchase order by, for example, downloading the PDF and emailing it to the supplier, or the application owner can update the supplier with an email address so that automatic placement can be attempted again.
	Active A purchase request is in the 'active' status, if it has been passed on for approval by a requestor. This also includes activities such as 'advice'.
	Completed A purchase request is set to 'completed' as soon as it has gone through the whole approval flow. At that time, it has also been converted into a purchase order.
	Rejected A purchase request is set to the 'rejected' status once it has been rejected in the approval flow.