Create for a Known Supplier

Go to Purchase Requests

1. In the left navigation, click Purchase Requests. You will see a list of all your purchase requests.
2. To start a new one, click the New Purchase Request button in the top-right corner.

Open the create form and fill in the basics

The create form opens. Enter the following:

• Subject (required): a clear, short title for this purchase.
• Description (required): explains the purpose and justification.

Both fields are required before the form can be submitted.

Select a cost center

Click the Cost Center dropdown and choose the cost center this purchase will be charged to.

Selecting a cost center unlocks the rest of the form.

Choose “I have a supplier” as the source of supply

Under Source of supply, click the I have a supplier card.

This tells ProcureFlow you already have a chosen vendor and want to skip the sourcing process. A Purchase Order will be issued directly to that vendor once the request is approved.

Select your supplier and provide a sole source justification

1. Use the Supplier search to find and select your vendor.
2. Choose a Sole Source Reason to justify why this vendor was selected without a competitive bidding process.

Both fields are required.

Sole Source Justification. Choose the reason that best describes why this supplier was selected without competitive bidding:

• Reorder based on previous bid or price comparison: Use when you are reordering from a supplier who won a competitive bid or price comparison exercise in the past. Requires: a link to the previous Purchase Order that established the supplier.
• Renewal or extension of existing product / service: Use when renewing or extending an existing contract, subscription, or service arrangement with the same supplier. Requires: a link to the original Purchase Order being renewed.
• Sole manufacturer, distributor, or proprietary technology: Use when this supplier is the only manufacturer, authorised distributor, or holder of the proprietary technology you need. No alternative source exists. No additional fields required.
• Proprietary product, compatibility, or standardisation requirement: Use when the product must match existing equipment, systems, or organisation-wide standards, and substituting another brand would cause incompatibility or break a procurement standard. No additional fields required.
• Others: Use for any other justification not covered by the reasons above. Requires: a written explanation in the justification text field that appears below.

Add line items

Under Line Items, a single empty row is pre-filled for you.

1. Enter the Item Title, Quantity, and Unit Price for your first item. Unit Price is required for “I have a supplier” requests.
2. Use the Add Item button to add more rows.

Once all required fields are complete, the Create Purchase Request button at the bottom of the form will become active. Click it to submit.

Enter shipping and billing addresses

After submitting the form, ProcureFlow takes you to Step 2: Shipping & Billing Addresses.

1. Select the delivery address for this purchase.
2. Select the billing address.
3. Click Next.

Review the approval flow and raise the PR

Step 3: Approvals shows the approval workflow that applies to your request. Each stage lists the eligible approvers.

If a stage requires you to select a specific approver, click Select Approver and choose from the list.

Once all stages are assigned, click Raise PR on the right panel.

The request is submitted and all approvers are notified.

Purchase Request submitted successfully

A success screen confirms your Purchase Request has been raised. The page shows:

• The PR number.
• The approval stages.
• Each approver who needs to review it.

Approvers will receive an email notification.

You can track the approval status from the Purchase Requests list at any time.