Employees can submit purchase requests for themselves by default. Users with the “Create Purchase Request (For All)” permission (e.g., HR, managers) can submit requests on behalf of other employees.
Create Purchase Request Form #
Form Fields:
- Request For – Appears only for users with the “Create Purchase Request (For All)” permission. Regular employees can only create requests for themselves.
- Equipment Details – Describe the item or service to purchase.
- Estimated Cost – Enter the expected cost for the request.
- Priority Level – Select priority: High, Medium, or Normal.
- Currency – Select the currency for the expense.
- Attachments – Upload supporting documents such as quotations, images, or PDFs.
- Send Request – Submit the purchase request for approval.
Tip: Admins or authorized employees can create requests for multiple employees, making it easier to manage procurement across teams.
Action Options (Permission-Based) #
All actions are controlled by user permissions:
- Edit – Allows authorized users to modify a pending purchase request before it is approved or rejected. Employees with Edit Purchase Request (For Own) permission can edit only their own purchase requests. Users with Edit Purchase Request (For On Behalf) permission can edit only purchase requests they created for other employees.
- Delete – Allows authorized users to remove a pending purchase request before it is approved or rejected. Employees with Delete Purchase Request (For Own) permission can delete only their own purchase requests. Users with Delete Purchase Request (For On Behalf) permission can delete only purchase requests they created for other employees.
- View – Access detailed request information, including request details, attachments, comments, and approval flow, if the user has the required permission.
- Comments – Communicate with approvers or admin for clarification or instructions.
Approved or rejected purchase requests cannot be edited or deleted.
Summary #
The Create Purchase Request module allows employees to submit requests efficiently while maintaining traceability, control, and compliance. Permission-based access ensures that managers or HR can create requests on behalf of others when required.
Note: If your organization has an approval workflow configured for purchase requests, all submissions will follow the defined workflow before final approval.