Creating and Submitting Purchase Requests
Last updated September 24, 2024
This guide outlines the process of creating and submitting purchase requests within the Proactis platform. It helps you initiate the procurement process and ensure your requests are handled efficiently.
Steps for Creating a Purchase Request:
- Access the Purchase Request Module: Navigate to the relevant section within Proactis where you can create purchase requests. This might be labeled "Purchasing," "Requisitions," or similar depending on your platform setup.
- Enter Request Details: Provide essential information about the request. This usually includes:
- Request Name: A clear and concise title describing the request.
- Request Type: Select the type of request, e.g., goods, services, or other.
- Requested Items: List the specific goods or services needed, providing details on quantity, description, and specifications.
- Estimated Cost: Provide an estimated cost for the request.
- Desired Delivery Date: Indicate your preferred delivery date or timeframe for the request.
- Justification: Briefly explain the rationale behind the request and its business need.
- Department/Project: Assign the request to the appropriate department or project.
- Attach Supporting Documents: Include any essential documents, such as product brochures, technical specifications, or project proposals, that help to clarify the request.
- Select Approvers: Depending on your company's procurement workflows, designate the individuals or groups who need to approve the request.
- Submit the Request: Once all the necessary information is entered, click the "Submit" or "Create Request" button to send your request to the appropriate approvers.
Tracking and Approvals:
- Status Updates: You can usually monitor the status of your request within the platform and receive email notifications about progress and approvals.
- Approver Actions: Approvers will receive notifications about purchase requests they need to review. They can approve, reject, or request further information.
- Communication: You can typically communicate with approvers or the procurement team using Proactis' internal messaging features if you need to provide additional details or clarification.
Following these steps helps ensure your purchase requests are properly documented, routed through the appropriate channels, and processed efficiently.
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