# Purchase Requisition

### **Module Guide: Purchase Requisition**

#### **Module Location**

#### Purchasing > Purchase Requisition > Purchase Requisition

#### **Module Objective**

#### The **Purchase Requisition (PR)** module is the starting point of the entire procurement workflow for goods or services. This module is used by any department in the company to formally submit a purchase request. An approved PR document becomes the basis for the Purchasing (Procurement) department to follow up on the procurement process.

### **1. Main View (Purchase Requisition List)**

#### The main page of this module displays a list of all Purchase Requisition (PR) documents that have been created.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/SK2image.png)

#### **View Explanation & Filters**

#### This page is for viewing and managing all existing PRs.

- #### **Filters**: You can search for a specific PR by **Purchase Requisition Code**, **Item Category**, or a date range (**Date To / Date From**).
- #### **PR List**: The table below will display all PRs that match the filters, with columns such as **Purchase Requisition Code**, **Requestor**, **Purchase Requisition Status**, **Approval**, and **PO Created** (Whether a PO has been created).

#### **Button Functions**

- #### **New**: The primary button to create a new Purchase Requisition.
- #### **Delete**: To delete a selected PR.
- #### **Print**: To print the details of a selected PR.
- #### **Change Status**: To change the status of a selected PR.

### **2. Steps to Create a Purchase Requisition**

#### **Step 1: Create a New Requisition**

#### From the Main View, click the **New** button to open the **Add Purchase Requisition** form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/m0jimage.png)

#### **Step 2: Fill in Header Information**

#### On the form that appears, fill in the general request information:

- #### **Purchase Request Date**: Enter the date you are making the request.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2j3image.png)
- #### **Notes**: Provide a general note or explanation regarding this request.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/d0Fimage.png)
- #### **Creator Department**: Select your department as the requestor (e.g., ACCOUNTING).   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/zgdimage.png)

#### **Step 3: Detail the Required Items**

#### In the detail table at the bottom:

1. #### Click the **\[+\]** icon to add an item row. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/Pzsimage.png)
2. #### Enter the **Item Code** and **Qty** (Quantity) that you need.
3. #### Fill in the **Reason** column to explain why the item is needed and the **ETA** (Estimated Time of Arrival) if there is a specific date.

#### **Step 4: Save and Confirm**

#### After all data is filled in, use the buttons in the bottom-left section:

- #### **Save**: To save the PR as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/7Zuimage.png)
- #### **Confirm**: To finalize the PR and send it into the approval workflow. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/g8nimage.png)
- #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/JEHimage.png)

### **Workflow & Integrated Business Process**

- #### A PR that has been **Confirmed** will go to the **Purchase Requisition Inbox** to be approved by a superior or authorized party.
- #### After approval, this PR becomes the basis for the Procurement team to create a **Purchase RFQ** (if sourcing for quotations is needed) or to directly create a **Purchase Order**.

### **Tips & Important Notes**

- #### Always fill in the **Reason** column clearly so the approver understands the urgency and need for the purchase.
- #### Monitor the **PO Created** column on the main page to track whether your request has been actioned by the Procurement team.