# 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.

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



<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-supplier/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-supplier/02.png" alt="Create Purchase Request form" caption="Step 2 – Create Purchase Request form" />
  </Step>

  <Step>
    Choose I Have a Supplier [#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.

    <GuideNote>
      **Note:**

       Want a buyer to collect quotes instead? See 

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

      . Buying from pre-approved catalog items? See 

      [Create from a Catalog](https://www.procureflow.ai/docs/purchase-request/create-pr-existing-catalog.md)

      .
    </GuideNote>

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-supplier/04.png" alt="I have a supplier selected" caption="Step 3 – I have a supplier selected" />
  </Step>

  <Step>
    Search for Your Supplier [#search-for-your-supplier]

    Search and select your vendor under **Supplier**.

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-supplier/05.png" alt="Supplier and contact email selected" caption="Step 4 – Supplier and contact email selected" />
  </Step>

  <Step>
    Choose a Sole Source Reason [#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.

    <GuideWarning>
      **Important:**

       Sole source justifications are audited. Choose the most accurate reason, since inaccurate justifications may delay or block approval.
    </GuideWarning>

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-supplier/06.png" alt="Sole source reason and declaration" caption="Step 5 – Sole source reason and declaration" />
  </Step>

  <Step>
    Add a Line Item and Submit [#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.

    <GuideScreenshot src="/docs/screenshots/purchase-request/create-pr-supplier/07.png" alt="Line item filled in, ready to submit" caption="Step 6 – Line item filled in, ready to submit" />
  </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-supplier/08.png" alt="Shipping and billing addresses selected" caption="Step 7 – 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-supplier/09.png" alt="Approvers assigned, ready to raise PR" caption="Step 8 – 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-supplier/10.png" alt="Submission confirmation" caption="Step 9 – Submission confirmation" />
  </Step>
</Steps>