The Purchase Requests module helps employees submit purchase needs and allows managers to review, approve, or track procurement requests in a structured and transparent way. Like Bills and Travel Requests, this module supports multi-step approval flows, attachments, and detailed status tracking.
1. Create Purchase Request #
Employees can submit new purchase requests for equipment, materials, or services.
Add New Purchase Request Form: #
- Request For: By default, the employee sees their own profile. Users with permission can submit requests on behalf of other employees.
- Equipment Details– Describe the item or service to purchase.
- Estimated Cost– Enter the expected cost for the request.
- Priority Level– Set priority: High / Medium / Normal.
- Currency– Select the expense currency.
- Attachments – Upload relevant documents (e.g., quotations, images, PDFs).
- Submit / Send Request – After filling all required fields, submit the request for approval.
Tip: #
Admins or permitted employees can create purchase requests for multiple employees, which helps streamline procurement management.
My Purchase Requests Table Example: #
| From Date | To Date | Requested Date | Est Cost | Attachment | Priority | Status | Action |
|---|---|---|---|---|---|---|---|
| Oct 22, 2025 | Oct 25, 2025 | Oct 21, 2025 | $500 | PDF attached | High | Pending | Open Menu |
| Oct 20, 2025 | Oct 22, 2025 | Oct 19, 2025 | $120 | Image attached | Medium | Approved | Open Menu |
2. Approve Purchase Requests #
Approvers, typically managers or assigned HR/admin, can review purchase requests submitted by employees.
Approval Dashboard Features: #
- Search by Employee ID or Name – Quickly locate requests.
- Filters – Filter by date, status, priority, or cost.
- Columns Displayed: From Date, To Date, Requested Date, ID, Employee, Estimated Cost, Attachments, Priority, Status, Action.
Action Options: #
- ✅ Approve – Moves request to next approver (if multi-step workflow) or marks it as approved.
- ❌ Reject – Reject request with a comment explaining the reason.
- 👁️ View – Review request details, attachments, and approval flow.
If multi-level approvals are configured, the purchase request automatically moves to the next approver after approval, ensuring accountability and a transparent workflow.
3. View All Purchase Requests #
The All-Purchase route allows visibility of all submitted purchase requests across the company.
Features: #
- Displays full list of purchase requests.
- Filters and search by employee, date, or priority.
- Columns include From Date, To Date, Requested Date, ID, Employee, Estimated Cost, Attachment, Priority, Status, and Action.
- Users with view-only permissions can check details but cannot approve, reject, or edit requests.
Example Table: #
| From Date | To Date | Requested Date | ID | Employee | Est Cost | Attachment | Priority | Status | Action |
|---|---|---|---|---|---|---|---|---|---|
| Oct 22, 2025 | Oct 25, 2025 | Oct 21, 2025 | PR-001 | John Doe | $500 | High | Pending | Open Menu | |
| Oct 20, 2025 | Oct 22, 2025 | Oct 19, 2025 | PR-002 | Sarah Miller | $120 | Image | Medium | Approved | Open Menu |
4. Request Details & Actions #
Each purchase request has detailed tabs to track and manage requests efficiently:
- Overview: Shows request details including employee info, equipment, cost, priority, attachments, and submission date.
- Approval Flow: Displays multi-step approval workflow, showing each step, approver, and approval status.
- Attachments: View and download supporting files submitted with the request.
- Comments: Both admin and employees can communicate through comments for clarification or instructions.
Action Options for Approvers: #
- Approve → Moves request forward in the workflow.
- Reject → Provides feedback and marks the request as rejected.
- View → Review full request details and documents.
5. Permissions #
All three routes — Create, Approve, and View All — are permission-controlled.
- Admins manage employee permissions via
Admin → Permissions → Employee Permissions - Only authorized employees can create, approve, or view purchase requests.
- View-only access ensures transparency without allowing unauthorized actions.
Key Highlights #
- 💼 Streamlined purchase request creation and approval process.
- 📑 Multi-step approval workflow ensures accountability.
- 📝 Comments and attachments for clear communication.
- 🔒 Permissions ensure correct access and operational control.
- 📊 View all requests organization-wide for reporting and tracking.
