Requests
Purchase requests combine many needs in one document, carry the project and warehouse per item, calculate an estimate for approval, and then go through the statuses Requested, Approved, Rejected, or Converted to PO. An approved request can be converted into a PO without retyping the items and quantities.
A request is not an order to a supplier. The value at this stage is an estimate for internal decisions. Once approved, purchasing chooses the supplier, final price, discount, tax, shipping, and expected arrival when creating the PO. A rejection closes the request, and the current screen does not offer reopening.
Before you start
Have this ready
- Make sure the need isn't already on another request or PO.
- Prepare the project, date needed, priority, and approval context.
- For each item, prepare the description, qty, unit, estimated price, warehouse, and notes.
- Make sure the supplier is available before converting to a PO.
Done when
- One request holds all related items without duplicates.
- The approver understands the estimate and context before deciding.
- An Approved request is converted to a PO only once.
- A Rejected or Converted to PO request is not manually processed again.
Understand the request header, items, and statuses
| Part | Entry | Impact |
|---|---|---|
| Job | General project for the request | Carried to the lines and the PO when available |
| Date needed | Deadline for the need | Helps with priority; not the PO date |
| Priority | Low, Normal, High, Urgent | Does not automatically skip approval |
| Notes | Purpose/specification/context | Read by the approver |
| Item | Catalog or non-stock items, description, qty, unit, estimate, warehouse, notes | At least one valid item |
| Estimated total | Qty × estimated price | Not the final price or a payable |
| Approval | Approve or Reject | Requested status only |
| Create PO | Supplier, final price, discount, tax, shipping, ETA | Approved status only |
Rejecting closes the request
Confirming a rejection states that the request is closed and cannot be converted. The screen has no undo or edit after the decision; cancel the dialog if you're not sure.
Create, approve, and convert requests
- 1
Choose New request
Fill in the job, date needed, priority, and general notes.
Result: The request header is ready to group many items.To cancel / undo: Choose Cancel/close the sheet; no request is created. - 2
Add item
For each need, search the catalog or write a non-stock item; fill in the required description, qty >0, unit, estimated price >=0, warehouse, and notes.
Result: The estimated total is calculated from all rows.To cancel / undo: Use the delete icon to remove a row before you submit. Don't send an empty list. - 3
Create request
Check the number of rows, the project, the warehouse, the estimate, and the dates; press once.
Result: A multi-item document is created with the status Requested and goes into approval.To cancel / undo: Once created, there is no edit/delete on the screen; the approver can Reject if the request is not valid. - 4
Search and filter
Search by number, item, or job; filter by Requested, Approved, Converted to PO, or Rejected.
Result: Requests at a given stage are easy to find.To cancel / undo: Clear the search and choose All statuses. - 5
Approve
The approver checks the need and the estimate, then chooses Approve and confirms.
Result: The status becomes Approved and the Create PO button is available.To cancel / undo: Choose Cancel in the confirmation. Once Approved, there is no button on the screen to cancel or change the decision. - 6
Reject
Choose Reject only if the request must be closed. The confirmation explains that the document can't be converted.
Result: The status becomes Rejected.To cancel / undo: Cancel in the confirmation. Once rejected, there is no reopen on the screen; create a new request with a reference if the need comes back. - 7
Create a PO from a request
Choose a supplier (required), ETA, document discount, shipping cost, then check the unit price, discount, and tax of 0–100% for each item.
Result: The multi-item PO is created and the request becomes Converted to PO.To cancel / undo: Close/Cancel before Create PO. Once it succeeds, make corrections through the PO cycle—don't convert again.
Request cycle
| Status | Meaning | Available actions |
|---|---|---|
| Requested | Waiting for a decision | Approve or Reject |
| Approved | Need received internally | Create PO |
| Converted to PO | Already converted | Continue in Purchase Order |
| Rejected | Request closed | No reopen/convert |
| Urgent | Highest priority | Still follows the approval controls |
Undo, correct, or delete safely
| Situation | The right action | What still happens |
|---|---|---|
| New form not yet sent | Choose Cancel | No document |
| Wrong request is already Requested | Reject through the approver and create a new one if needed | Old request history stays |
| Approval dialog is open | Choose Cancel | Status stays Requested |
| Wrongly Approved already | Don't convert; ask an admin to correct the decision | There is no revoke button |
| Already Rejected | Create a new request if the need becomes valid again | The old document stays Rejected |
| Already Converted to PO | Handle it from the PO | Can't be converted again |
Don't invent an undo
If the screen doesn't offer an undo, edit, or delete button after a transaction is saved, this documentation does not assume the action can be reversed. Note the reference, stop any follow-up actions, then ask for a correction through the main admin or Vasco support.
Troubleshooting
| Symptom | Possible causes | What to do |
|---|---|---|
| Request rejected on creation | There is an empty description, qty <=0, or a negative estimate | Check all rows |
| Warehouse doesn't appear | Warehouse is inactive | Activate it/choose another warehouse |
| Create PO asks for a supplier | No supplier has been chosen/is available | Add a supplier, then choose it |
| Tax rejected | Outside 0–100% | Fix each row |
| Migration error | The multi-item feature isn't active yet | Ask an admin to run the required procurement version |
Questions and answers
Does a Request send an order to the supplier?
No. It is an internal need and approval document.
Does the estimate become the PO price?
The estimate is carried over as a starting point, but Purchasing can set the final price at conversion.
Can a Rejected request be reopened?
Not from the current screen. Create a new request with a reference if the need comes back.
What happens after Converted to PO?
Manage approval, delivery, receiving, bills, and returns from the matching Purchasing sub-feature.
Can one request contain non-stock items?
Yes, with a manual description, but receiving stock requires a material link if the item must go into the catalog.