Purchase Requests Actions

In this help document, you’ll learn all the actions you can perform on the purchase requests in your organization.

The actions you can perform on purchase requests are classified into:

• Management Actions
• List View Actions
• Share Actions
• Other Actions

Management Actions

The management actions let you manage the lifecycle of a purchase request after they are created, helping you maintain accurate and up-to-date records.

Edit a Purchase Request

Here’s how you can edit a purchase request in the Draft status:

• Click Purchase Requests on the left sidebar.
• Open the purchase request that you want to edit.
• Click Edit in the top right corner of the page.
• Make the necessary changes.
• Click Save.

Cancel a Purchase Request

If you want to cancel a purchase request after an approver approves it:

• Click Purchase Requests on the left sidebar.
• Open the purchase request that you want to cancel.
• Click Cancel in the top right corner.
• Provide an appropriate reason for canceling the purchase request and click Confirm in the Cancel Purchase Request pop-up.

Delete a Purchase Request

Here’s how you can delete a purchase request:

• Click Purchase Requests on the left sidebar.
• Open the purchase request in the Draft status that you want to delete.
• Click More in the top right corner of the page.
• Click Delete from the More drop-down.
• Confirm your action by clicking Delete again in the Delete Purchase Request pop-up.

List View Actions

The list view actions let you organize and customize how purchase requests are displayed, making it easier to find and review the information you need.

View All Purchase Requests

Under the Purchase Requests module, you can skim through the list to know the details of each purchase request that you have recorded. You can also view the status of the purchase requests and the approvers.

You can create a custom view to filter and view purchase requests based on criteria. Here’s how:

• Click + New Custom View if you want a custom view of the purchase requests.
  • Fill in the following fields:
    • Name: Enter a name for your custom view. You can check the Mark as Favourite box to mark the custom view as favourite.
    • Define the Criteria: Add criteria for the custom view based on the fields in the purchase request module. You can add multiple criteria by clicking + Add Criteria.
    • Choose columns: Choose the fields that have to be displayed in the custom view that you’re creating. You can move fields from the Available list to the Selected list by hovering over the column name and clicking the + icon next to them.
    • Share this with: Choose who gets access to this custom view. You can choose to share the custom view with Only me, Only selected users & roles, or with Everyone.
• Click Save.

Sort Purchase Requests

All the purchase requests that you have created will be listed in the Purchase Requests module. You can sort the list of purchase requests based on certain fields. Here’s how:

• Click Purchase Requests on the left sidebar.
• Click More in the top right corner of the page.
• Select the criteria based on which you want the purchase requests to be sorted.

Refresh Purchase Requests List

You can refresh your purchase requests list to ensure that the latest purchase requests are displayed. Here’s how:

• Click Purchase Requests on the left sidebar.
• Click More in the top right corner of the page.
• Click Refresh List from the More drop-down.

Search for a Purchase Request

If you want to find a specific purchase request from a group of purchase requests, you can search for it. Here’s how:

• Click Purchase Requests on the left sidebar.
• Click the Search icon in the right corner.
• Enter values in the fields that you want to use to filter the purchase request.
• Click Search.

Share Actions

The share actions let you use purchase request information outside Zoho ERP or share it when required.

Download a Purchase Request

Here’s how you can download any purchase request to your device:

• Click Purchase Requests on the left sidebar.
• Open the purchase request that you want to download.
• Click More in the top right corner of the page.
• Select PDF from the More drop-down.

The purchase request will be downloaded as a PDF in your device.

Print a Purchase Request

Here’s how you can print any purchase request:

• Click Purchase Requests on the left sidebar.
• Open the purchase request that you want to print.
• Click More in the top right corner of the page.
• Select Print from the More drop-down.
• The print preview pop-up will appear where you can choose your device and click Print.

Other Actions

Other actions include additional options that support reviewing, documenting, and maintaining records in this module.

Associate Expenses to a Purchase Request

If you have already procured your goods before creating a purchase request, you can associate the expenses recorded to the purchase request once the purchase request is approved. Here’s how:

• Click Purchase Requests on the left sidebar.
• Open the purchase request which you want to associate with an expense.
• Click the More icon in the Items section.
• Click New Expense from the drop-down.
• Enter the necessary details on the Add Expense page.
• Click Save and Close.

The expense recorded will be associated with the purchase request.