Revise a purchase request without duplicating it
Change an eligible purchase-request draft while preserving its original items, identity and intended review state.
Part of Revise a purchase request safely
Revise a purchase request without duplicating it
Change an eligible purchase-request draft while preserving its original items, identity and intended review state.
Before you start: Have the exact request reference and agreed change, including revised quantities, prices or location. Confirm the record is editable and resolve any downstream sourcing or order impact before changing the need.
Steps
1. Open Procure → Requests and find the exact request. Read its header, existing items, estimate, Approval and Fulfilment states and any linked sourcing event or order. Do not reset a progressed request to recreate a draft.
2. Compare the intended change with the current saved record. If it is already present correctly, skip steps 3–6 and perform the final check in step 7 without adding the same item or saving again.
3. Choose Edit on the eligible request and confirm the same reference. Read the existing lines before changing them so a new requirement does not overwrite an item that should remain.
4. Use Add item only for a genuinely additional requirement. Enter its description, type, quantity, unit and estimated unit price. For an existing item correction, change only the intended fields. Check for accidental duplicate lines.
5. Update the agreed Delivery / service location or other header field as needed. Recalculate the revised estimate and compare the fields that must remain unchanged, including department, purpose, priority and need date.
6. For a draft-only revision, leave Resubmit for approval after saving off and select Save changes once. Submission or resubmission is a separate decision, not a workaround for an uncertain save.
7. Return to Requests and reopen the same reference. Compare every changed item or header field, the unchanged requirements, revised total and actual state. Leave and return again if the displayed result is uncertain.
8. Give the request owner a concise summary of the original amount, change, revised amount and any date or delivery effect. Complete the required review before the revised scope proceeds to sourcing or ordering.
Expected result
The original request retains the intended revision without duplicate needs, lost lines or an unintended resubmission.
Common pitfalls
- An earlier approval for a smaller scope does not automatically cover the revision.
- Closing an editor with Cancel is different from cancelling the business request itself.
- If a field did not retain its new value, resolve that original edit before continuing as though the revision succeeded.
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