Create a purchase request for approval
Describe the need, save a correct draft and follow its internal review into procurement intake.
Create a purchase request for approval
Describe the need, save a correct draft and follow its internal review into procurement intake.
Before you start
Have the specification, quantity and unit, estimated price, department, need-by date and delivery location. Check the budget basis and expected reviewer. Search existing requests first. If the intended request exists, skip steps 1–6: use step 7 only for a ready draft; otherwise inspect its current outcome at step 9 without resubmitting an already reviewed request.
Save a clear request
1. Open Procure → Requests → Requests → New to open New Purchase Request.
2. Enter Request title, Department and Business purpose. Set the actual Need by date, Delivery / service location and Priority. A Preferred supplier is only a preference for review, not an award.
3. In Requested items, enter Description, choose Type as Goods or Service, and set Quantity, Unit and Estimated unit price. Use Catalog item only when it is the correct available source. Select relevant Category, Project and Budget allocation where applicable.
4. Check the arithmetic and unit basis. Six individual items at 4 each total 24; six packs at 4 per pack describe something different. Check the displayed currency rather than assuming conversion. For services, describe the deliverable and how it will be accepted.
5. Use Add item for another requirement and Supporting documents for relevant material. Review every line before continuing.
6. Turn Submit for approval now off to prepare a draft and confirm the action changes to Save draft. Select it once, return to Requests and reopen the saved reference. Check the full header, items, quantities, prices and draft state. Use Edit → Save changes for a correction, reviewing the separate Resubmit for approval after saving switch.
Submit and follow the decision
7. When the request is ready, reopen that exact draft and use its submit action. Read Approval journey to see the assigned review stage.
8. The assigned reviewer opens Approvals → My Queue, selects the same request and checks the need, budget and intended next activity. For approval, select Approve, enter precise Decision comments, add decision evidence if needed, then confirm Approve. Return for changes and Reject are separate decisions for the appropriate situation.
9. Return to Requests and reopen the record. Check Approval, Fulfilment and the retained decision. If it is approved and waiting in intake, arrange the procurement owner and next sourcing step.
Expected result
The saved request explains exactly what is needed, and its review status and next responsibility are clear.
Remember: Approval does not mean an order was issued, goods arrived or a bill was paid. If the need changes after approval, use the supported change and review process rather than silently changing the basis of the earlier decision.
Continue learning
In this series: Manage purchasing — guide 6 of 17.
Turn what you learned into the way the team works.
Mark this lesson complete once the workflow exists in your workspace—not simply when you reach the bottom.