A purchase request is how you ask your purchasing team to buy something. It is not the same as a purchase order: a purchase order goes to the vendor directly, while a request is reviewed first, and a purchase order can be raised from it once it is approved.
1. Open Purchase Requests
Open Stock Activity from the Home screen, then tap Purchase Requests under Purchasing.
The tabs show requests at each stage: Draft, Pending, Approved, Rejected, and Canceled. The list appears straight away and starts on the last 14 days. Use the filter chips to change that, and the search to find one by its number.
2. Start a request
Tap New Purchase Request.
Check the Stock location the goods are for.
Set the Expected delivery date, the day you need the goods by.
Add Notes for the purchasing team, saying what the request is for.
Tap Continue.
3. Add the items
Choose how to build the list.
From Scratch: pick every item yourself.
From Template: start from a list that has already been saved. The template picker opens straight away and shows how many items each one holds, for example Weekly Vegetable Count 6 items.
Enter how much of each item you need. The lines are ordered by SKU, so the request reads the same way every time.
If you raise the same request every week, start it from a template rather than building the list again each time.
4. Check the units before you send
Every line spells out what the ordering unit comes to, for example 1 box = 5 kg or 1 box = 20 ea. It recalculates as you type, so 2 boxes reads 2 box = 10 kg.
Read that line on every item. It is the quickest way to catch asking for 10 boxes when you meant 10 kilograms.
5. Send it for approval
Save the request, then submit it.
The app warns you that it is about to be sent for approval. Confirm to send it.
The status becomes Awaiting approval and the request carries a banner reading Waiting for the store admin to approve this request.
6. Preview and share the document
Tap the three dots on a request and choose Preview PDF. The full purchase request document opens inside the app, so you can read exactly what the purchasing team will see. It shows:
The ship to address for the goods.
A table of every item requested.
Signature lines for Approved by, Canceled by, and Issued by.
Buttons to download the document or share it.
The same menu also holds Revert and Cancel.
7. Follow it up
Open a request to see its current stage and its Activity history, which records each step and who took it. Once approved, a purchase order can be raised from it. See Purchase Orders.
A purchase request is not an order. Nothing reaches the vendor until a purchase order is raised, so do not expect a delivery on the strength of a request alone.