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# Purchase Requisition Approval - FAQ
## Document Information
- **Document Type**: Frequently Asked Questions
- **Last Updated**: 2025-10-30
- **Version**: 1.0
---
## Quick Navigation
- [Creating PRs](#creating-prs)
- [Editing and Saving](#editing-and-saving)
- [Submitting for Approval](#submitting-for-approval)
- [Approval Process](#approval-process)
- [After Approval](#after-approval)
- [Document Locking](#document-locking)
- [Errors and Issues](#errors-and-issues)
- [Budget and Finance](#budget-and-finance)
- [Technical Issues](#technical-issues)
- [Process and Policy](#process-and-policy)
---
## Creating PRs
### Can I create a PR without knowing the exact price?
**Yes.** You can enter estimated prices when creating a PR. The system accepts approximate amounts for budgeting purposes. Actual prices will be determined during the RFQ or PO process.
**Best Practice**: Use recent market prices or previous purchase prices as estimates.
---
### Do I need approval to create a PR?
**No.** Anyone with system access can create a PR in Draft status. Approval is only required when you submit the PR. However, your organization may have policies about who can request certain items.
---
### Can I save a partially completed PR?
**Yes.** Click "Save Draft" at any time. You can return later to complete it. Draft PRs remain editable indefinitely until submitted.
**Tip**: Save frequently to avoid losing your work.
---
### How long can I keep a PR in Draft status?
**Indefinitely**, but:
- Budget codes may change
- Prices may change
- Items may become unavailable
- Your organization may have cleanup policies
**Recommendation**: Complete and submit within 1-2 weeks of starting.
---
### Can I copy an existing PR?
**It depends** on your system configuration. Some systems allow "Copy PR" functionality. Check with your IT team. Otherwise, you can manually reference an old PR when creating a new one.
---
### Can I delete a Draft PR?
**Yes.** Draft PRs can be deleted if no longer needed. Once submitted or approved, deletion is typically not allowed.
---
## Editing and Saving
### Why can't I edit my PR?
**Check these**:
1. **Status**: Only Draft PRs are editable
2. **Page**: You must be on the edit page (URL contains `/edit`)
3. **Permissions**: You need edit permissions
4. **Lock status**: See lock icon or "View Only" badge
**Solution**: Check PR status. If not Draft, see [Why is my PR locked?](#why-is-my-pr-locked)
---
### I'm on the edit page but fields are grayed out. Why?
**Most likely**: PR status is not Draft
- Pending Approval: In workflow, cannot edit
- Approved: Locked permanently
- Converted: Already processed
**Visual clues**:
- Lock icon 🔒 in header
- "Document Locked" banner
- "View Only" badge
- No Save/Submit buttons
---
### Can I edit someone else's Draft PR?
**It depends** on:
- Your permissions in the system
- Your organization's policies
- Whether you're a supervisor
**Generally**: People should edit their own PRs unless there's a specific reason and authorization.
---
### Does saving a Draft send notifications?
**No.** Saving a Draft does not trigger notifications. Only submission sends notifications to approvers.
---
### What happens if I close the browser without saving?
**Your changes are lost** unless:
- The system has auto-save (check with IT)
- You clicked "Save Draft" before closing
**Best Practice**: Click "Save Draft" frequently, especially before breaks or end of day.
---
## Submitting for Approval
### Can I edit after submitting?
**No.** Once submitted:
- Status changes to "Pending Approval"
- All fields become locked
- You cannot make changes
**If you need changes**: Ask approver to reject the PR so it returns to Draft status.
---
### What if I submitted by mistake?
**Act quickly**:
1. Contact the approver immediately
2. Explain it was submitted prematurely
3. Ask them to reject it with a note
4. Make corrections when it returns to Draft
5. Resubmit when ready
**Prevention**: Always review carefully before clicking "Submit for Approval"
---
### Can I cancel a submission?
**No.** Once submitted, you cannot cancel. The approver must either:
- Approve it
- Reject it (returns to Draft)
**Workaround**: Contact approver to request rejection.
---
### Who receives notifications when I submit?
**Typically**:
- Your direct supervisor
- Department head
- Finance controller (for budget approval)
- Procurement team (for awareness)
**Varies by**:
- PR amount
- Budget code
- Item type
- Organization's workflow configuration
---
### How long should I wait for approval?
**Typical timeframes**:
- Standard PRs: 1-3 business days
- Urgent PRs: Same day to 1 day
- High-value PRs: 3-5 business days
- Complex PRs: Up to 1 week
**If delayed**: Contact approver or send a reminder after reasonable wait time.
---
### Can I expedite approval?
**For urgent needs**:
1. Mark PR as high priority
2. Add urgency explanation in remarks
3. Contact approver directly
4. Provide justification for urgency
**Note**: Abuse of "urgent" flags may reduce credibility.
---
## Approval Process
### Who can approve my PR?
**Depends on**:
- PR amount
- Budget code
- Department
- Organization hierarchy
**Common approvers**:
- Department heads (up to certain amount)
- Finance controllers (budget approval)
- Procurement managers (technical approval)
- Senior management (high-value items)
**Check with**: Your supervisor or finance department for specific thresholds.
---
### Do I need multiple approvals?
**It varies** based on:
- PR amount (higher amounts need more approvals)
- Item type (capital equipment needs special approval)
- Budget source (restricted funds need finance approval)
**Example workflow**:
```
< $5,000: Department head only
$5,000-$25,000: Department head + Finance controller
> $25,000: Department head + Finance + Procurement manager
```
*Your organization may have different thresholds*
---
### Can I see who approved my PR?
**Yes.** On the PR detail page, you can see:
- Approver name
- Approval date/time
- Approval remarks
- Full approval history
---
### Can an approval be revoked?
**Generally no** once approved, due to:
- Budget commitment
- Audit requirements
- Process integrity
**Exception**: Some systems allow revocation if:
- Not yet converted to RFQ/PO
- Senior management authorization
- Documented justification
- Full audit trail maintained
**Check with**: Your finance or procurement department.
---
### What if approver rejects my PR?
**What happens**:
1. PR status returns to "Draft"
2. You receive rejection notification
3. Rejection remarks explain what needs fixing
4. You can now edit the PR again
**Next steps**:
1. Review rejection remarks carefully
2. Make requested corrections
3. Address all concerns
4. Resubmit for approval
**Tip**: Contact approver if rejection reason is unclear.
---
## After Approval
### What happens immediately after approval?
**Automatic actions**:
1. Status changes to "Approved"
2. Budget is committed
3. Document becomes locked
4. Notifications sent to procurement
5. Audit log updated
6. Approval information recorded
**You can**: View PR and track its progress
**You cannot**: Edit any information
---
### How long until I receive my items?
**Timeline varies**:
1. **PR to RFQ/PO**: 1-5 business days
2. **Supplier processing**: 1-4 weeks
3. **Shipping**: 1-8 weeks
4. **Receiving**: 1-3 days
**Total**: 2-12 weeks typical
- Small items: 2-4 weeks
- Standard items: 4-8 weeks
- Special orders: 8-12 weeks
- International: 12+ weeks
**Track**: Via PO number once created
---
### Can I change delivery address after approval?
**It depends**:
- Not yet converted: Contact procurement, may be possible
- Already converted to PO: Must change in PO, not PR
- Already shipped: May not be possible
**Best practice**: Verify delivery address before submitting PR.
---
### Can I cancel items after approval?
**Process**:
1. Contact procurement team immediately
2. Explain why cancellation is needed
3. If not yet converted: May be possible to close PR
4. If converted to PO: Must cancel PO (complex process)
**Consequences**:
- Budget may remain committed temporarily
- Supplier may charge cancellation fees
- May affect future procurement
**Prevention**: Verify requirements before submitting.
---
### Why hasn't my approved PR converted to PO?
**Common reasons**:
1. **Procurement queue**: Waiting for processing
2. **Supplier verification**: Checking supplier availability
3. **Budget confirmation**: Final budget check
4. **Specifications**: Clarifying item details
5. **Workload**: High volume period
**Typical wait**: 1-5 business days
**Action**: Contact procurement if waiting > 5 days.
---
## Document Locking
### Why is my PR locked?
**PRs are locked when status is**:
- ✅ Pending Approval: In workflow
- ✅ Approved: Budget committed
- ✅ Converted to RFQ: Already converted
- ✅ Converted to PO: Already converted
- ✅ Closed: Process complete
**Only Draft status allows editing**
---
### Can I unlock an approved PR?
**No.** Immutability is by design:
- Maintains audit trail
- Protects budget integrity
- Ensures compliance
- Prevents unauthorized changes
**Alternative**: Create new PR if significant changes needed (consult supervisor).
---
### What if I made a critical error?
**Severity assessment**:
**Minor error** (typo in description):
- Probably acceptable
- Document in notes
- Correct in PO if needed
**Moderate error** (wrong quantity):
- Contact procurement immediately
- May create amended PR
- May adjust in PO stage
**Critical error** (wrong item, wrong budget):
- Contact supervisor and procurement
- May need to close PR
- Create new PR with corrections
- Full documentation required
---
### Can administrators unlock PRs?
**Generally no**, even for administrators:
- System enforces immutability
- Audit and compliance requirements
- No "backdoor" edits allowed
**Exception scenarios** (very rare):
- System error/bug
- Data migration correction
- Legal requirement
- Always requires full documentation and approval
---
### How do I view a locked PR?
**You can always view**:
1. Navigate to Procurement → Purchase Requisitions
2. Click on the PR number
3. View all information (read-only)
4. Access approval history
5. See related documents
**Available actions**:
- Print PR
- Export to PDF
- View audit logs
- See approval remarks
---
## Errors and Issues
### Error: "Cannot modify purchase requisition in 'Approved' status"
**Meaning**: You tried to edit an approved PR
**Why**: System protection to prevent unauthorized changes
**Solution**: This is expected behavior. Approved PRs cannot be edited.
**If you need changes**: See [What if I made a critical error?](#what-if-i-made-a-critical-error)
---
### Error: "Purchase requisition not found"
**Possible causes**:
1. PR was deleted
2. Wrong PR number
3. Insufficient permissions
4. System sync issue
**Solutions**:
1. Verify PR number is correct
2. Check if PR exists in list view
3. Verify you have access permissions
4. Contact IT if problem persists
---
### Error: "Budget code not found or inactive"
**Meaning**: The budget code is invalid
**Causes**:
1. Budget code expired
2. Budget code closed
3. Typo in budget code
4. New fiscal year
**Solution**:
1. Verify budget code with finance
2. Get correct/active budget code
3. Update PR with valid code
4. Save and resubmit
---
### Save button is missing
**Check**:
1. **Status**: Is PR in Draft? (only Draft has Save button)
2. **Page**: Are you on edit page? (view page has no Save button)
3. **Permissions**: Do you have edit permissions?
4. **Browser**: Try refreshing page (Ctrl+F5)
**If Draft and on edit page but no button**: Contact IT support
---
### Submit button is grayed out
**Common reasons**:
1. **Required fields**: Some fields are empty
2. **Validation errors**: Red text showing errors
3. **No line items**: Must have at least one item
4. **Budget invalid**: Budget code not valid
5. **Already submitted**: Check if status changed
**Solution**: Look for red error messages and fix them
---
## Budget and Finance
### How do I know if budget is available?
**Before creating PR**:
1. Check budget reports in system
2. Contact finance department
3. Review budget allocation
**During PR creation**:
- System may show available budget
- Budget lookup shows balance
- May get warning if insufficient
**After submission**: Finance reviews budget during approval
---
### What if budget runs out after I submit?
**Timing matters**:
- **Before approval**: May be rejected due to insufficient budget
- **After approval**: Budget was confirmed, PR is honored
**Rare scenario**: If budget is drastically cut, finance may review all commitments
---
### Can I split costs across multiple budgets?
**It depends** on system configuration:
- Some systems allow split billing
- May need separate PRs for each budget
- Check with finance department
**Workaround**: Create separate PRs for each budget code
---
### Why was my PR rejected for budget reasons?
**Common causes**:
1. Budget fully utilized
2. Budget frozen/locked
3. Budget expired (fiscal year end)
4. Wrong budget code used
5. Amount exceeds authorized limit
**Solution**:
1. Contact finance for clarification
2. Check budget reports
3. Use alternative budget code
4. Request budget adjustment
5. Split PR if possible
---
## Technical Issues
### Page won't load / keeps spinning
**Try**:
1. Refresh page (F5 or Ctrl+F5)
2. Clear browser cache
3. Try different browser
4. Check internet connection
5. Contact IT if problem persists
---
### Changes not saving
**Possible causes**:
1. Session timeout: Login again
2. Network issue: Check connection
3. Validation errors: Look for red text
4. Browser issue: Clear cache or try different browser
**Prevention**: Click "Save Draft" frequently
---
### Can't find my saved PR
**Check**:
1. **Filters**: Reset all filters in list view
2. **Status**: Change status filter to "All"
3. **Date range**: Expand date range
4. **Search**: Try searching by PR number
5. **Deleted**: PRs may have been deleted (if Draft)
---
### Print function not working
**Try**:
1. Use browser print (Ctrl+P)
2. Export to PDF first, then print
3. Check printer settings
4. Try different browser
5. Contact IT support
---
## Process and Policy
### Can I create PR for personal use?
**No.** PRs are for organizational purchases only. Personal purchases are not allowed through the system.
---
### What if vendor requires payment before delivery?
**Process**:
1. Create PR as normal
2. Note payment requirement in remarks
3. After approval, notify procurement
4. Finance handles advance payment
5. PO references prepayment
**Common for**: Specialized equipment, custom orders, international vendors
---
### Can I specify a preferred vendor?
**Yes**, usually:
- Add vendor preference in remarks
- Justify vendor preference
- Final decision is procurement's
**Considerations**:
- Procurement policy may require competitive bidding
- Dollar thresholds for sole source
- Approved vendor list requirements
---
### What's the difference between PR, RFQ, and PO?
**PR (Purchase Requisition)**:
- Internal request to buy
- Not sent to vendor
- Starts procurement process
**RFQ (Request for Quotation)**:
- Sent to vendors
- Requests price quotes
- Competitive bidding
**PO (Purchase Order)**:
- Legal commitment to buy
- Sent to chosen vendor
- Authorizes delivery and payment
**Flow**: PR → RFQ → PO → Delivery
---
### Can I create PR for services, or only goods?
**Both** typically:
- Goods: Equipment, supplies, materials
- Services: Consulting, maintenance, repairs
- Works: Construction, installation
**Note**: Different approval levels may apply to services vs. goods
---
### What if emergency purchase needed?
**Process**:
1. Create PR immediately
2. Mark as "Urgent" or "Emergency"
3. Add justification in remarks
4. Contact approver directly
5. Expedited approval process
**Some organizations allow**:
- Verbal approval (documented later)
- Retroactive PR (after emergency purchase)
- Special emergency PO
**Check your organization's emergency procurement policy**
---
## Still Need Help?
### Quick Troubleshooting Guide
1. **Can't edit**: Check PR status (must be Draft)
2. **Can't save**: Check for validation errors (red text)
3. **Can't submit**: Fill all required fields
4. **Page error**: Refresh browser, clear cache
5. **Budget issue**: Contact finance department
### Contact Support
**For**:
- **Technical issues**: IT Support
- **Process questions**: Procurement Team
- **Budget questions**: Finance Department
- **Approval questions**: Your Supervisor
### Training and Resources
- **User Guide**: Complete step-by-step instructions
- **Process Guide**: What happens after approval
- **System Administrator Guide**: Technical details
- **Training Sessions**: Check with IT for schedule
---
## Document Updates
This FAQ is updated regularly based on common questions. If you have a question not covered here, contact IT Support and suggest adding it to this document.
**Last Updated**: 2025-10-30
---
**End of FAQ**
*For complete procedural information, see the User Guide and Process Guide documents.*