Understanding Purchase Request and Request Line Item Statuses

When you create a Purchase Request in our system, you have two initial options:

• Save as Draft: This allows you to save the Purchase Request as a draft document, so you can return later to add or edit the necessary information.
• Create: This option lets you directly submit the Purchase Request for further processing.
  Once you submit a Purchase Request, it moves through various statuses based on its progress and the actions taken. Let's delve into these statuses and understand the dependencies.

Statuses of Purchase Requests

Draft Status

Purpose: Allows you to save a partially completed Purchase Request.
Action: You can return later to complete or modify the request before submitting it.

Open Status

Purpose: Indicates that the Purchase Request has been created and is awaiting further action.
Dependency: The Purchase Request will remain in the open status until all the line items have been purchased. For each line item, a Purchase Order (PO) should be created.

Approval Status (Within Open Status)

Purpose: Indicates that the Purchase Request is under review and needs approval.
Dependency: The request cannot be processed further to RFQ (Request for Quotation) or PO until it is fully approved by all designated approvers.

Closed Status

Purpose: Indicates that all actions related to the Purchase Request have been completed.
Dependency: The request will change to closed status when POs have been created for all line items.

Statuses of Request Line Items

Open Line Item

Purpose: Indicates that the line item is part of an active Purchase Request and awaits further action.
Action: The Purchasing Officer can create a PO for this line item.

Closed Line Item

Purpose: Indicates that the PO for the line item has been created and the item has been ordered.
Dependency: A line item will change to closed status once its PO has been processed. If only some line items are ordered, the remaining will stay in open status until their respective POs are created.

By understanding these statuses, you can effectively manage and track your Purchase Requests and ensure a smooth procurement process. If you have any questions or need further assistance, please contact our support team.