Understanding Purchase Requests

This document provides a high-level overview of how Purchase Requests work in Zoho ERP. It explains the purpose of purchase requests, their lifecycle, how they fit into the procurement process, and how they help organizations control and track internal spending.

What is a Purchase Request?

A Purchase Request is an internal document raised by employees or departments to request approval for purchasing goods or services. Purchase requests are created before any vendor is selected or any purchase is made.

Purchase requests help you:

• Request approval for planned purchases
• Ensure spending aligns with budgets and policies
• Maintain visibility into upcoming procurement needs

How Does Purchase Requests Impact Procurement

Purchase requests serve as the starting point of the procurement process by capturing purchase requirements and routing them for approval.

When a purchase request is created and submitted:

• Approvers review the request for necessity and budget availability
• The organization gains visibility into expected expenses

When a purchase request is approved:

• The request can be processed for procurement
• Requested items can be converted into purchase orders or used to create RFQs

This ensures purchases are authorized before engaging with vendors.

Difference Between Purchase Requests and Purchase Orders

Although both are part of the procurement process, Purchase Requests and Purchase Orders serve different purposes.

Configure Preferences

You can configure the preferences of the Purchase Requests module based on business requirements. Read our help document on Purchase Requests Preferences to learn more.