Create a department purchase request for review
Record the department’s need, check the item estimate and submit the same request through its internal review.
Create a department purchase request for review
Record the department’s need, check the item estimate and submit the same request through its internal review.
Before you start: Have the department, business purpose, required date, delivery or service location, item quantities and estimated unit prices. Know the review owner and any budget evidence your purchasing process requires.
Steps
1. Open Procure → Requests → Requests and search for the intended need by title or known reference. If the request already exists, skip steps 2–6 and continue only at its current review stage below.
2. Select New and confirm New Purchase Request. Enter Request title and select the exact Department reference.
3. Enter Business purpose, Need by, Delivery / service location and Priority. Select a preferred supplier only when there is a genuine, appropriate preference; it is not a supplier award.
4. Under Requested items, use the first item or Add item. Enter the description, type, quantity, unit and Estimated unit price, or choose the appropriate existing catalogue item. Use category, project and budget references only when they are the intended relationships.
5. Check each quantity multiplied by unit price and add the line estimates. Review any supporting documents for the correct contents and version. At Submit for approval now, turn the switch off to prepare a draft first and confirm the action reads Save draft.
6. Select Save draft once. Find the generated request reference and reopen it. Compare the department, purpose, date, location, items and estimate. Read Approval and Fulfilment as separate states.
7. For the complete, unsubmitted request, select Submit from its detail. Reopen it and check the actual pending review state and Approval journey. If already submitted or approved, do not submit it again.
8. The assigned reviewer opens Approvals → My Queue and the exact request. They compare the need, quantities, price basis, date, department and budget evidence with the requested decision.
9. When a pending review is ready for approval, the reviewer chooses Approve, enters a specific Decision comment and confirms using the displayed control. If information needs correction, use the appropriate configured review outcome rather than approving a known discrepancy.
10. Reopen the same request and check the retained decision and comment. Give the purchasing owner its actual reference, approved scope and next sourcing decision. An approved internal request is not yet an order, receipt or payment.
Expected result
One department request contains the checked need and estimate, with its actual internal-review result available to the next purchasing owner.
Common pitfalls
- The new form can default to immediate submission. Check the switch when you intend to save a draft.
- Approval does not expand the original quantity or scope. A later change needs the appropriate review.
- If a save or submit response is uncertain, inspect the original reference before creating or submitting again.
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