A purchase requisition is an internal request to buy parts, consumables or tooling. Someone raises it, it is reviewed and approved, then it is converted into purchase orders — grouped automatically by vendor.

Configurable approval chain

Admins can require fields and route approvals automatically, with no code, per company.

1. Go to Company Settings → Workflows → Purchase Requisitions
2. Require fields before approval — for example a purpose or a linked work order
3. Choose the approver — a role, a specific user, or the manager of the requester's department (resolved automatically from your locations)
4. Or apply the one-click Department manager approval preset

What you can capture

• Purpose / reason — the justification for the request
• Required-by date — when the material is needed
• Linked work order — connect the request to the job that needs the parts
• Attachments — damaged-part photos, quotations or specifications
• Priority — including a dedicated Urgent level
• Section / Unit — shown automatically from the requester's location

Line costs and estimated total

Users allowed to see inventory prices see each line's estimated unit price and amount, and the requisition's estimated total, on the requisition page — on the web and in the mobile app — right next to the approval buttons. A line uses the estimated cost entered on it; without one, it uses the part's unit cost from the inventory, marked "Part's unit cost". Lines with no price at all are counted and left out of the total. When creating or editing a requisition you can enter an estimated cost on any line, for example a supplier quote; left empty, a catalog line uses the part's unit cost. Approval steps limited to an amount range use this same total.

Creating a requisition

1. Open Purchase Requisitions and click New Requisition
2. Add the parts you need with quantities
3. Set a priority — Low, Medium, High or Urgent
4. Optionally add a purpose, a required-by date and a linked work order
5. Attach photos, quotes or specifications if useful
6. Save as draft, or submit for approval

Exporting several requisitions

On the Purchase Requisitions list, choose a period (request date) and, if needed, a status or a search, then click "Export (Excel)". You get one spreadsheet with one row per line of every matching requisition: reference, request date, requester, responsible section, status and purpose, then the line's item code, description, specification, unit, quantity, estimated unit price and amount, suggested vendor and link. Up to 500 requisitions per export.

Exporting a requisition to Excel

"Export (Excel)" on the requisition page downloads a spreadsheet with a header (reference, status, requester, dates, section, priority, purpose) and one row per line: item code, description, specification, unit, quantity, estimated unit price and amount, remark, suggested vendor and link, plus a total. Prices appear only for users allowed to see inventory prices.

Requesting a purchase from a part or from the mobile app

On a part's page, "Request purchase" opens a new requisition with that part on the first line — on the web and in the mobile app. In the app you can add parts or custom items, a specification per line, the purpose, required-by date, priority, responsible section, a linked work order, notes and up to 5 photos or files, then tap "Submit for approval" or "Save as draft". Sending needs a connection. It requires the create permission, the Starter plan or above and the Purchase Requisitions module.

From draft to purchase order

1. Draft — build and edit the requisition (drafts have an Edit button)
2. Submitted — sent for approval
3. Approved — ready to convert
4. Converted — purchase orders are created and grouped by vendor; receiving and closure then happen on the purchase order

Stock, specification and links on each line

The requisition page shows the current stock and the minimum stock of each catalog part, highlighted when stock is at or below the minimum, so the approver can see why it is needed. Every line — catalog or custom — has an optional "Specification / remark" field (up to 1,000 characters) for technical specs, a reference or a product link; links are clickable.

Approving from the mobile app

Approvers can approve or reject a pending requisition from its page in the mobile app. Their list opens on all requisitions instead of only their own, and the home screen shows how many are waiting for approval. The approval workflow still applies: if you are not the expected approver, the app tells you why.

Non-catalog items

You can also request items that aren't in your inventory. Click 'Add custom item' to type a free-text name, unit and quantity for an occasional need. When the requisition becomes a purchase order the custom line is carried over as a purchase-only item — it never creates an inventory part.

Approval by the section manager

Pick a Responsible section (a team) on the requisition. In Company Settings → Workflows → Purchase Requisitions, apply the Quick preset "Section manager approval" (or add a step whose approver is "Section Manager (Team Leader)"), and give each team a leader under People → Teams. The section's leader approves and is notified; if the section has no leader, the nearest leader above it approves. A requester never approves their own purchase, and without a section or a leader the Manager or Admin role approves. To make the section mandatory, add the required field "Responsible section" to a step.