# Create from a Catalog

Use this guide when purchasing items from a pre-negotiated Term Contract or Punchout catalog with agreed pricing and approved vendors.

URL: https://www.procureflow.ai/docs/purchase-request/create-pr-existing-catalog



<Callout type="info" title="Who can use this?">
  Available to all authenticated users. Any user in the organisation can create a Purchase Request.
</Callout>

<Steps>
  <Step>
    Start a Purchase Request [#start-a-purchase-request]

    Click **New Purchase Request** under **Quick Actions** on the Dashboard.

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-existing-catalog-01.png" alt="Dashboard Quick Actions with New Purchase Request button" caption="Step 1 – Dashboard Quick Actions with New Purchase Request button" />
  </Step>

  <Step>
    Fill In the Form and Select a Cost Center [#fill-in-the-form-and-select-a-cost-center]

    * Choose a **Cost Center** from the dropdown. The rest of the form unlocks.
    * Enter a short title in **Subject** (required).
    * Add optional context for your approver in **Description**.
    * If **Budget Category** is enabled for your organisation, choose how the purchase is funded:

    | Budget Category               | Meaning                                                                                                                                                                    |
    | :---------------------------- | :------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
    | **Budgeted**                  | Draws from the cost center's allocated budget pool.                                                                                                                        |
    | **Unbudgeted (Pre-Approved)** | Skips the cost center budget check. Counted against the org's unbudgeted spend cap. Requires an approved memo attachment.                                                  |
    | **Unbudgeted**                | Skips the cost center budget check. Counted against the org's unbudgeted spend cap. May route to additional approvers, depending on your organisation's approval workflow. |

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-existing-catalog-02.png" alt="Create Purchase Request form" caption="Step 2 – Create Purchase Request form" />
  </Step>

  <Step>
    Choose Existing Catalog [#choose-existing-catalog]

    Click **Existing Catalog** under **Source of Supply**.

    <GuideTip>
      **Tip:**

       Use this option when your organisation already has agreed pricing with a supplier through a Term Contract.
    </GuideTip>

    <GuideNote>
      **Note:**

       Already have a supplier in mind? See 

      [Create for a Known Supplier](https://www.procureflow.ai/docs/purchase-request/create-pr-supplier.md)

      . Want a buyer to collect quotes instead? See 

      [Create for Sourcing](https://www.procureflow.ai/docs/purchase-request/create-pr-sourcing.md)

      .
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-existing-catalog-04.png" alt="Existing Catalog selected" caption="Step 3 – Existing Catalog selected" />
  </Step>

  <Step>
    Browse the Catalog [#browse-the-catalog]

    Click **Browse Catalog** to open the catalog picker.

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-existing-catalog-05.png" alt="Browse Catalog picker" caption="Step 4 – Browse Catalog picker" />
  </Step>

  <Step>
    Select a Term Contract [#select-a-term-contract]

    * Click the cart icon on a Term Contract row to start shopping from it.

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-existing-catalog-06.png" alt="Catalog picker showing available contracts" caption="Step 5 – Catalog picker showing available contracts" />
  </Step>

  <Step>
    Add the Item to Your Cart [#add-the-item-to-your-cart]

    * Find the item you want to buy in **Featured Items** or the **All Items** table.
    * Set quantity to at least the item's MOQ, then click **Add**.
    * The cart badge updates with your item count.

    <GuideNote>
      **Note:**

       You cannot add fewer units than an item's MOQ to your cart.
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-existing-catalog-08.png" alt="Quantity set to meet MOQ, ready to add" caption="Step 6 – Quantity set to meet MOQ, ready to add" />
  </Step>

  <Step>
    Review Your Cart and Checkout [#review-your-cart-and-checkout]

    1. Click **Cart** to review your items, quantities, and subtotal.
    2. Click **Proceed to Checkout** to continue.

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-existing-catalog-09.png" alt="Cart open with item summary and subtotal" caption="Step 7 – Cart open with item summary and subtotal" />
  </Step>

  <Step>
    Assign a GL Code to the Line Item [#assign-a-gl-code-to-the-line-item]

    * Assign a **GL Code** if required.
    * Adjust quantities if needed.

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-existing-catalog-10.png" alt="Line item review with GL Code assigned" caption="Step 8 – Line item review with GL Code assigned" />
  </Step>

  <Step>
    Set Shipping and Billing Addresses [#set-shipping-and-billing-addresses]

    * Select **Ship To** and **Bill To** addresses.
    * Click **Next**.

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-existing-catalog-11.png" alt="Shipping and billing addresses selected" caption="Step 9 – Shipping and billing addresses selected" />
  </Step>

  <Step>
    Assign Approvers and Raise the PR [#assign-approvers-and-raise-the-pr]

    1. Review the auto-derived **Approval Flow**.
    2. Assign an approver to each stage.
    3. Click **Raise PR** to submit.

    <GuideWarning>
      **Important:**

       Submitting notifies all selected approvers by email. The PR cannot be edited once submitted.
    </GuideWarning>

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-existing-catalog-12.png" alt="Approvers assigned, ready to raise PR" caption="Step 10 – Approvers assigned, ready to raise PR" />
  </Step>

  <Step>
    Confirm the Purchase Request Was Submitted [#confirm-the-purchase-request-was-submitted]

    * Confirmation screen shows your PR number and full approval chain.
    * Track status anytime from the **Purchase Requests** list.

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-existing-catalog-13.png" alt="Submission confirmation" caption="Step 11 – Submission confirmation" />
  </Step>
</Steps>