The Purchase Request (PR) feature allows users to request materials that are not available in stock, organizing the company's purchasing workflow.
All purchase requests can be managed on a single page, which is available only in the desktop version.
This page displays a table view, where you can find:
Request ID, essential for identification;
Request Status:
Pending: The request has been created but has not yet been approved or rejected.
Approved: The request has been approved and moves to the Purchasing Workflow.
Rejected: The request does not proceed to the Purchasing Workflow.
Completed: The request has gone through the entire purchasing process, and all requested parts have been received.
Parts;
Priority;
Work Order, if linked to one;
Notes;
Additional files;
Rejection Reason, if the status is "Declined";
Rejection Notes;
Created by, showing the user who created the request;
When the request was created, updated and reviewed.
Single Purchase Requests
Single PRs are not linked to a Work Order but only to a Cost Center. This allows materials to be requested for different departments within the company without needing to associate them with a WO.
Creating a Single Purchase Requests
To create a Single PR, follow these steps:
Go to the Purchase Requests page;
In the upper-right corner, click "Request Purchase";
Select at least one part for the request using:
Manual search: Enter the part's name, ID, or identifier code in the search field.
Scanning: Click "Scan Part" and use a barcode reader.
Direct selection: Choose one or more parts from your inventory list.
Fill in the mandatory fields:
Required quantity.
Warehouse where the part will be stored after purchase.
Cost Center responsible for payment.
Optionally, you can fill in:
Required date (when the part needs to be available).
Estimated unit price.
Suggested suppliers.
PR priority (categorizes the urgency of the request to assist the purchasing team).
PR responsible users, who will be notified when the request is reviewed and when parts are purchased.
Editing a Purchase Request
A PR can only be edited if it has not yet been reviewed. To Edit it, click "Edit".
For PRs linked to Work Orders:
Only existing parts can be edited.
New parts can be added.
For Single PRs:
Existing parts can be edited.
New parts can be added before the request is reviewed.
Approving a Purchase Request
To approve a PR:
Click on the Request ID;
Click "Approve";
Confirm the Approval.
Important notes:
Approving a PR sends all its parts to the company's purchasing workflow.
Approved PRs cannot be edited or deleted, but they can be canceled.
Declining a Purchase Request
To decline a PR:
Click on the Request ID;
Click "Decline";
Select the Rejection Reason;
Optionally, provide additional notes in the observation field.
Important note: Rejecting a PR notifies the requester and requires a rejection reason.
Bulk Actions
It is possible to approve or reject multiple PRs simultaneously by selecting multiple pending requests in the table.
Other bulk actions include:
Registering part entries for approved PRs.
Exporting data.
Canceling or deleting requests.
Purchase Requests in the App
In the Tractian App, you can view PRs by part, but you cannot edit, delete, or cancel requests.
Additionally, only PRs linked to Work Orders can be created in the app and single PRs cannot be created from the app.