Requests, quotes and approvals

The Requests tab lists every request with its need-by date, status and amount. Open one to see its lines, quotes, decisions and history.

Draft a request

Enter prices and amounts as currency text, for example 1,250.50 for AUD 1,250.50.

Choose New purchase request and fill in:

• Request title, Supplier, Currency and Need date.
• Location and Cost centre, from your business codes.
• One or more lines: pick an approved Catalogue item to copy its description and reference price, or describe a custom item. Each line has a Quantity (up to three decimal places), a Unit price, a Category and a Project.
• Freight and Supplied tax, as the supplier gave them.
• Supplier-supplied terms.

Choose Save request draft. The request is saved as a draft at revision 1. Blocked suppliers can't be chosen.

Attach evidence and quotes

Open the request. Under Evidence files, upload the supplier's quote or any other file; Purse keeps the file exactly as uploaded.

To compare suppliers, choose Add supplied quotation for each one. The Quote comparison puts price, freight, supplied tax, delivery and conditions side by side. Anything a supplier left out says Missing. Quotes in different currencies are compared in separate tables.

Submit for approval

When the request is ready, choose Submit for approval. Its status becomes pending, and the approver its policy names sees it.

Approve, return or reject

The approver opens the request, chooses a Decision (approved, returned or rejected), gives a Decision reason and chooses Record decision. The decision is kept with the revision it was made on, the person, the time and any delegation.

A returned or rejected request can be revised and submitted again. Its earlier decisions stay in the Decision history.

Revisions

Choose Revise or amend request to change a request. Change the supplier, a quantity or a cost and Purse saves a new revision with your Amendment reason; that revision needs approval again. Revision history lists every version with its supplier, total and lines.

Approval binds the exact revision. Nothing changes after approval without a new revision and a new decision.

Next

When a request is approved, a buyer chooses Generate purchase order. See Purchase orders and receiving.