ProcureFlow Docs
Purchase Requests

Create for Sourcing

Use this guide when you need goods or services and want the procurement team to source competitive quotes from multiple suppliers.

Last updated 14 September 2026

Who can use this?

Available to all authenticated users with a valid session. Any user in the organisation can create a Purchase Request.

Start a Purchase Request

Click New Purchase Request under Quick Actions on the Dashboard.

Dashboard Quick Actions with New Purchase Request button
Step 1 – Dashboard Quick Actions with New Purchase Request button

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 CategoryMeaning
BudgetedDraws 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.
UnbudgetedSkips 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.
Create Purchase Request form
Step 2 – Create Purchase Request form

Confirm Request for Sourcing is Selected

Click Request for Sourcing under Source of Supply (selected by default).

Tip: Use this option when you don't have a preferred supplier and want competitive quotes. Path: Approved → Sourcing Request → RFQ → Award → PO.
Note: Already have a supplier in mind? See Create for a Known Supplier. Buying from pre-approved catalog items? See Create from a Catalog.
Request for Sourcing selected (default)
Step 3 – Request for Sourcing selected (default)

Add a Line Item and Submit

  • Enter Item Title, GL Code (if required), and Qty.
  • Fill in Est. Unit Price if known (optional); a buyer will collect quotes.
  • Click Create Purchase Request once required fields are filled.
Line item filled in, ready to submit
Step 4 – Line item filled in, ready to submit

Set Shipping and Billing Addresses

  • Select Ship To and Bill To addresses.
  • Click Next.
Shipping and billing addresses selected
Step 5 – Shipping and billing addresses selected

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.
Important: Submitting notifies all selected approvers by email. The PR cannot be edited once submitted.
Approvers assigned, ready to raise PR
Step 6 – Approvers assigned, ready to raise PR

Confirm the Purchase Request Was Submitted

  • Confirmation screen shows your PR number and full approval chain.
  • Once approved, items convert into a Sourcing Request, then an RFQ for vendor selection.
  • Track status anytime from the Purchase Requests list.
Submission confirmation
Step 7 – Submission confirmation

Create for a Known Supplier

Raise a direct-sourcing purchase request when you already know which supplier you want to use. The request goes through your organisation’s approval workflow before a Purchase Order is issued.

Create via Punchout

How to create a Purchase Request by shopping from the Eezee Punchout catalog, for organisations with the Eezee integration enabled.

On this page

Start a Purchase RequestFill In the Form and Select a Cost CenterConfirm Request for Sourcing is SelectedAdd a Line Item and SubmitSet Shipping and Billing AddressesAssign Approvers and Raise the PRConfirm the Purchase Request Was Submitted