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.
Last updated 14 September 2026
Who can use this?
Available to all authenticated users. Any user in the organisation can create a Purchase Request.
Start a Purchase Request
Click New Purchase Request under Quick Actions on the Dashboard.
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. |
Choose I Have a Supplier
- Click I have a supplier under Source of Supply.
- Skips sourcing; a Purchase Order is issued directly to that vendor once approved.
Search for Your Supplier
Search and select your vendor under Supplier.
Choose a Sole Source Reason
Choose a Sole source reason for skipping competitive bidding:
| Reason | When to use | Additional requirement |
|---|---|---|
| Reorder based on previous bid or price comparison | Reordering from a supplier that won a competitive bid or price comparison exercise before. | Link to the previous Purchase Order. |
| Renewal or extension of existing product / service | Renewing or extending an existing contract, subscription, or service with the same supplier. | Link to the previous Purchase Order. |
| Sole manufacturer, distributor, or proprietary technology | This supplier is the only manufacturer, authorised distributor, or holder of the proprietary technology. No alternative source exists. | None. |
| Proprietary product, compatibility, or standardisation requirement | The product must match existing equipment, systems, or an organisation-wide standard, and another brand would break compatibility. | None. |
| Others | Any other justification not covered above. | Written justification. |
Check the conflict-of-interest declaration, if your organisation requires it.
Add a Line Item and Submit
- Enter Item Title, GL Code (if required), and Qty.
- Fill in Unit Price (required), using your best estimate if not yet confirmed.
- Click Create Purchase Request once required fields are filled.
Set Shipping and Billing Addresses
- Select Ship To and Bill To addresses.
- Click Next.
Assign Approvers and Raise the PR
- Review the auto-derived Approval Flow.
- Assign an approver to each stage.
- Click Raise PR to submit.
Confirm the Purchase Request Was Submitted
- Confirmation screen shows your PR number and full approval chain.
- Track status anytime from the Purchase Requests list.
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.
Create for Sourcing
Use this guide when you need goods or services and want the procurement team to source competitive quotes from multiple suppliers.