What this page is for
This page shows one purchase request in full: the requesting store, when it is needed by, any notes, and every line's requested quantity against how much has been ordered and how much has actually arrived.
Everyone whose role can view purchasing sees this page. Approving, converting, cancelling and editing a draft need a role that can manage or approve purchasing documents, as set out on Purchase orders.
This page does not choose a supplier or a price for anything — that happens once the request is converted into an order, where each line goes to the supplier currently preferred for it.
How to…
How to work on a draft
While the request is a draft, press Edit draft to change it, or Delete draft to remove it. Press Submit for approval when it is ready.
How to load a draft from base stock
While the request is a draft, press Load from base stock and confirm. A line is added for every item at the requesting store whose stock on hand is below its base stock, asking for the difference. Items with no base stock, items not sold or not bought at that store, and items already on the request are left out — a line you typed keeps your quantity. The page then says how many lines were added; press Edit draft to change a quantity or remove a line before submitting.
Whether stock already on its way is taken off is the business's choice, set on the Stock tab of Settings under Count stock on its way when loading from base stock. On, which is the default, the line also leaves out what other open requests for the store already ask for and what is still to arrive on its open purchase orders.
How to approve or reject a request
Press Approve requisition or Reject in the approval bar. Rejecting asks for a reason.
How to convert an approved request into orders
Press Convert to order. A draft purchase order is raised with each line going to the supplier currently preferred for it, at today's price. If any line has no supplier price, nothing is converted and the lines that need one are named.
How to cancel a request
Press Cancel requisition, with a reason if you have one. This is available while the request is a draft, pending or approved.
Worked examples
Restaurant and bar
The head office buyer at The Acacia Grill & Bar opens a request for charcoal and cooking oil, approves it, and presses Convert to order. Both lines have a preferred supplier priced today, so a draft purchase order opens straight away, ready to submit.
Bar closing for the night
At closing, the manager at The Acacia Grill & Bar raises a request for the bar with no lines and presses Load from base stock. Tusker Lager has a base stock of 24 and 4 on hand, and a case of 6 is still to arrive on an approved order, so the line asks for 14. Cola is above its base stock, so it is left out.
Supermarket
A branch manager at Tumaini Supermarket raises a request for a new snack line that has no supplier price yet. Converting it is refused, naming that line, so the buyer first raises a supplier price change for it before trying again.