# 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 Available to all roles in ProcureFlow. Go to Purchase Requests [#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 [#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. **Tip:** A descriptive subject makes it easier for approvers to identify the request at a glance. For example: “Office Supplies Q3 2026: Singapore team.” Select a cost center [#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. **Note:** The source of supply, supplier, and line-item sections remain disabled until a cost center is chosen. This ensures purchases are correctly attributed to the right budget. Choose “I have a supplier” as the source of supply [#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. **Note:** Other options: **Request for Sourcing** asks a buyer to collect quotes on your behalf. **Existing Catalog** lets you select from pre-approved catalog items. Select your supplier and provide a sole source justification [#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. **Important:** Compliance note: Sole source justifications are audited. Choose the most accurate reason and, for “Others”, provide a clear written explanation. Inaccurate justifications may delay or block approval. Add line items [#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. **Tip:** Optional fields: **UOM** (unit of measure, e.g. “pcs”), **Estimated Unit Price** , and **Need By Date** help approvers assess urgency and budget impact. 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 [#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**. **Note:** Default addresses are pre-filled from your organisation settings. You can override them for this request if needed. Review the approval flow and raise the PR [#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. **Note:** No approvals required: If your organisation’s workflow skips approvals for this request, you will see a message saying the PR will be converted to a Purchase Order immediately upon submission. Purchase Request submitted successfully [#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. **Tip:** What happens next: Once all approvers approve the PR, ProcureFlow automatically generates a Purchase Order and sends it to the supplier.