Creating a purchase request
Go to My Requests and click New Request. The form has two tabs, with a completeness meter that tracks your progress.Request tab
- Enter a Title that describes what you need.
- Select your Division, then your Department. The department list only shows departments that belong to the selected division.
- Pick the Required date — the date you need the items by.
- Optionally select a Budget. Only budgets that are approved and open for use appear in this list, and which budget you pick determines the path:
- Full path — the RFQ created from your request will inherit this budget and reserve the committed amount against it.
- Quick path (no budget selected) — the buyer assigns a budget later, when creating the RFQ.
- If your organization has no active budgets, the request proceeds without budget control.
- Write a Justification explaining why the purchase is needed.
Items tab
Add one line item per thing you need. Each line supports:- Description and Quantity (required)
- Unit of measure, selected from your organization’s unit catalog
- Section for grouping related items
- SKU and Specifications
- Cost category, selectable per row from your organization’s cost category catalog
Attachments
Attachments are added after the request is created. Submit the request first, then open it from My Requests and drop files into the Attachments section of the detail page. When you click Submit Request, a confirmation shows your PR number, and every PM in your organization is notified that a new request needs to be assigned.Request statuses
| Status | Meaning |
|---|---|
| Submitted | Waiting for a PM to assign it to a buyer |
| Assigned | A buyer is responsible for it |
| In Progress | The buyer has created at least one RFQ from it |
| Tech. Review | Sent back to the requestor for technical evaluation |
| Completed | Sourcing finished |
| Rejected / Cancelled | Closed without sourcing |
Assigning a request to a buyer
Only a PM or Admin can assign requests. From the PM workspace, open the assignment queue (or open the request detail and click Assign Buyer), then choose a buyer. A few rules apply:- Only requests in Submitted status can be assigned.
- The assigned buyer receives an in-app notification and an email with a link to the request.
- The request moves to Assigned status.
Buyers only see requests that have been explicitly assigned to them. There is no shared queue — until a PM assigns a request, no buyer can view or act on it. Requestors, in turn, only ever see their own requests; PMs and Admins see everything in the organization.
Converting a request into an RFQ
Once assigned, the buyer finds the request under Assignments and opens it. To start sourcing:- Click Create RFQ.
- The dialog pre-fills the RFQ title from the request and a supplier response deadline seven days out — adjust both as needed.
- Choose which line items to include. All items are selected by default; uncheck any you want to leave out, which lets you split one request across several RFQs.
- Click the create button. The new RFQ opens directly in edit mode so you can add suppliers and terms before publishing.