Need
Item/service, purpose, quantity and unit.
ERP Guides
Purchasing process guide
How to Manage Purchase Requests
A purchase request submits a department’s need for an item or service, with its justification, quantity and required date, for internal review. Managing requests through budget and authority controls helps reduce duplicates and gives purchasing a traceable record before ordering.
Request record
What information should a purchase request contain?
Timing and delivery
Required date, delivery location and requesting department.
Budget and amount
Budget line, estimated price and currency.
Justification and approval
Request reason, priority and required approvals.
Workflow
From recorded need to purchase order
Requesting department
Creates the need, justification, quantity and required date.
Manager / budget owner
Reviews authority and budget fit, then approves or returns the request.
Approved request
Handed over while retaining source request number, lines and approval history.
Purchasing team
Reviews quotations, supplier terms and requests that can be consolidated.
Purchase order
The supplier-facing order document is created and linked to the request.
Controls
Resolve duplicate and incomplete requests before approval
Duplicate check
Do not consolidate open requests for the same item based on item code alone. Check whether required date, warehouse, delivery location, quality specification and purpose align.
Even when compatible requests are consolidated, retain links to requesting departments and source requests.
Approval checklist
- Are purpose and intended use explained?
- Are quantity, unit and required date clear?
- Is it available in stock or on an open order?
- Are budget and approval level correct?
- Are request lines ready to convert to an order?
Example scenario
One request is split across two delivery dates
Production requests 200 units of a material: 80 this week and the remaining 120 next month. Record quantities and dates as separate lines. Check budget/approval scope and supply terms; track ordered quantity separately from the outstanding balance.
80
This week
120
Next month
Total requested
200 units
Frequently asked questions
What is the difference between a purchase request and a purchase order?
A purchase request records an internal need and its approval requirements. A purchase order is the commercial document sent to a supplier. Approval of a request alone does not mean an order has been placed.
Who can create a purchase request?
Request permissions should follow the company’s role and budget structure. Department employees may submit needs, while managers or designated owners approve by amount, budget and category.
What if there are multiple requests for the same item?
First check whether the requests genuinely share timing, warehouse, purpose and delivery needs. Purchasing may evaluate compatible requests together, while retaining source department and request links.
Is an MRP recommendation a purchase request?
An MRP output is a planning recommendation about material requirements. Depending on company rules, it may create a draft purchase request, but stock, open supply, dates, quantities and approvals still need review.