Purchase requests overview
Track incoming stock from suppliers through the DRAFT → APPROVED → RECEIVED lifecycle.
Open in dashboardSuppliers → Purchase Requests
Overview
Purchase requests (PRs) are how you document, approve, and receive supplier orders. Each PR moves through a state machine: DRAFT → APPROVED → RECEIVED, or CANCELLED at any point before receipt.
When to use it
- Placing a new order with a supplier
- Approving spend before committing to a vendor
- Receiving goods into a branch room with auto-restock
- Cancelling an order that won't be fulfilled
- Generating a PDF to send to the supplier
How to use it
Video tutorial coming soon
- Open Suppliers and switch to the Purchase Requests tab.
- Use the branch filter to narrow to a single location if needed.
- The table shows PR number, supplier, status badge, total, created date, and expected delivery.
- Open the row menu for status-specific actions (Edit, Approve, Receive, Cancel, Download PDF).
Tips & gotchas
- State gates on actions:
- Edit — DRAFT only
- Approve — DRAFT → APPROVED (OWNER)
- Receive — APPROVED → RECEIVED
- Cancel — any state except RECEIVED
- Status badge is colour-coded so you can scan the list quickly.
- All roles can create drafts; only OWNER can approve.