# What Happens After Purchase Requisition Approval

## Document Information
- **Document Type**: Process Guide
- **Audience**: All Procurement Users
- **Last Updated**: 2025-10-30
- **Version**: 1.0

---

## Overview

Understanding what happens after a Purchase Requisition (PR) is approved is essential for planning your procurement activities. This document explains the approval consequences, status transitions, and document immutability rules.

---

## Table of Contents

1. [Immediate Effects of Approval](#immediate-effects-of-approval)
2. [Status Transitions After Approval](#status-transitions-after-approval)
3. [Document Immutability Explained](#document-immutability-explained)
4. [Budget Impact](#budget-impact)
5. [Next Steps in Procurement](#next-steps-in-procurement)
6. [Audit Trail](#audit-trail)
7. [Frequently Asked Questions](#frequently-asked-questions)

---

## Immediate Effects of Approval

When an approver clicks "Approve" on a Purchase Requisition, several things happen instantly:

### 1. Status Change
```
Pending Approval → Approved
```

### 2. Document Lock
- ❌ **All editing is disabled**
- ❌ Cannot modify any field
- ❌ Cannot add or remove line items
- ❌ Cannot change quantities or prices
- ❌ Cannot update budget information

### 3. Approval Information Recorded
The system captures:
- **Approved By**: Name of the approver
- **Approved At**: Date and time of approval (UTC)
- **Approval Remarks**: Any comments from approver
- **User Information**: IP address and system details

### 4. Budget Commitment
- Budget is marked as committed
- Amount is reserved against budget code
- Available budget is reduced
- Budget tracking is updated

### 5. Notifications Sent
- Requester receives approval notification
- Procurement team is notified
- Finance team may receive notification
- Next step assignees are alerted

### 6. Audit Log Entry
- Approval action is logged
- Full audit trail is maintained
- Timestamps are recorded
- User actions are tracked

---

## Status Transitions After Approval

Once approved, a PR can move through these statuses:

### Approved → Converted to RFQ

**When**: PR is converted to Request for Quotation

**Process**:
1. Procurement team reviews approved PR
2. Decision made to obtain quotations
3. RFQ is created from PR
4. PR status updates to "Converted to RFQ"

**Impact**:
- PR remains permanently locked
- RFQ process begins
- Suppliers will be invited to quote
- Original PR serves as audit reference

### Approved → Converted to Purchase Order

**When**: PR is directly converted to PO (without RFQ)

**Process**:
1. Supplier is already known
2. Pricing is pre-agreed
3. PO is created directly from PR
4. PR status updates to "Converted to PO"

**Common Scenarios**:
- Single source supplier
- Framework agreement purchases
- Emergency procurements
- Low-value purchases

**Impact**:
- PR remains permanently locked
- PO is issued to supplier
- Delivery process begins
- Original PR serves as audit reference

### Any Status → Closed

**When**: PR is closed for various reasons

**Reasons for Closing**:
- ✅ **Completed**: Full procurement cycle finished
- ❌ **Cancelled**: No longer needed
- ⏸️ **On Hold**: Temporarily suspended
- 🔄 **Superseded**: Replaced by new PR

**Impact**:
- PR is permanently archived
- No further actions possible
- Audit trail is preserved
- Cannot be reopened

---

## Document Immutability Explained

### What Is Immutability?

**Immutability** means a document cannot be changed or modified after a certain point. For Purchase Requisitions, this happens at approval.

### Why Is It Important?

#### 1. Financial Control
- **Before Approval**: Amount can change
- **After Approval**: Amount is fixed
- **Reason**: Budget commitment must be accurate

Example:
```
PR #12345
Draft: $5,000 → Changed to $6,000 ✅ (allowed)
Approved: $6,000 → Cannot change to $7,000 ❌ (blocked)
```

#### 2. Audit Compliance
- What was approved must match what was procured
- Audit trail must show original approved amounts
- No retroactive changes allowed
- Complete accountability maintained

#### 3. Process Integrity
- Prevents bypassing approval workflow
- Stops unauthorized changes
- Maintains approval authority
- Ensures proper governance

#### 4. Legal Protection
- Approved document is legal commitment
- Serves as contract basis
- Protects organization from disputes
- Ensures compliance with regulations

### Which Statuses Are Immutable?

| Status | Immutable? | Can View? | Can Edit? | Can Approve? |
|--------|-----------|-----------|-----------|--------------|
| Draft | ❌ No | ✅ Yes | ✅ Yes | ❌ No |
| Pending Approval | ✅ Yes | ✅ Yes | ❌ No | ✅ Yes |
| Approved | ✅ Yes | ✅ Yes | ❌ No | ❌ No |
| Rejected | ❌ No | ✅ Yes | ✅ Yes | ❌ No |
| Converted to RFQ | ✅ Yes | ✅ Yes | ❌ No | ❌ No |
| Converted to PO | ✅ Yes | ✅ Yes | ❌ No | ❌ No |
| Closed | ✅ Yes | ✅ Yes | ❌ No | ❌ No |

### Visual Indicators of Immutability

When you view an immutable PR, you'll see:

#### 1. Lock Icon 🔒
```
Purchase Requisition #PR-2025-001234 🔒
```
- Appears in page header
- Clearly indicates locked status
- Tooltip explains why locked

#### 2. Document Locked Banner
```
┌─────────────────────────────────────────────────┐
│ ⚠️ This document is locked and cannot be edited │
│ Purchase requisitions cannot be modified after   │
│ approval. Contact your administrator if changes │
│ are needed.                                      │
└─────────────────────────────────────────────────┘
```

#### 3. View Only Badge
```
[View Only]
```
- Appears near action buttons
- Replaces edit/save buttons
- Clear visual cue

#### 4. Grayed Out Fields
- All input fields are disabled
- Text is grayed out
- No cursor in fields
- Clear visual difference from editable form

#### 5. No Action Buttons
- No "Save Draft" button
- No "Submit for Approval" button
- Only "Close" or "Back" available
- Print/Export may be available

---

## Budget Impact

### At Approval Time

#### Budget Commitment
When PR is approved, the budget is committed:

```
Budget Code: OPEX-2025-IT-001
Available Budget Before: $50,000
PR Amount: $10,000
Available Budget After: $40,000
Committed Budget: $10,000
```

#### Budget Tracking
- Amount is tracked against budget code
- Remaining budget is calculated
- Future PRs check available budget
- Budget reports show commitments

#### Budget Period
- Commitment is for current fiscal period
- Crossing fiscal years may require special approval
- Budget may roll over or expire based on policy

### What If Budget Changes?

#### Scenario: Budget Increased After Approval
- Approved PR amount doesn't change
- Additional budget available for new PRs
- Original PR remains as approved

#### Scenario: Budget Cut After Approval
- Approved PRs are honored
- May affect future PRs
- Finance may review commitments
- Special approval may be needed

#### Scenario: Budget Reallocated
- Finance handles budget transfers
- Approved PRs follow original budget
- New PRs use new budget allocation

---

## Next Steps in Procurement

### Immediately After Approval

#### 1. Procurement Review (Day 1-2)
- Procurement team reviews approved PR
- Verifies item specifications
- Confirms supplier availability
- Plans procurement method

#### 2. Sourcing Decision (Day 2-3)
Procurement decides:
- **Option A**: Create RFQ (multiple suppliers)
- **Option B**: Create PO directly (single supplier)
- **Option C**: Use framework agreement

#### 3. Document Creation (Day 3-5)
- RFQ or PO is created from PR
- PR status updates to "Converted"
- Procurement process continues
- PR serves as reference

### Timeline Expectations

#### Small Purchases (<$10,000)
```
Approval → PO Creation: 1-3 business days
PO Creation → Delivery: 5-10 business days
Total Time: 6-13 business days
```

#### Medium Purchases ($10,000-$50,000)
```
Approval → RFQ Creation: 2-3 business days
RFQ Process: 7-14 business days
PO Creation → Delivery: 10-20 business days
Total Time: 19-37 business days
```

#### Large Purchases (>$50,000)
```
Approval → RFQ Creation: 3-5 business days
RFQ Process: 14-30 business days
Evaluation & Award: 5-10 business days
PO Creation → Delivery: 20-45 business days
Total Time: 42-90 business days
```

*Note: Timelines vary by organization and procurement policy*

### Tracking Your PR

#### Status Monitoring
1. Navigate to **Procurement → Purchase Requisitions**
2. Find your PR by number
3. Check current status
4. View status history

#### Related Documents
Once converted, you can see:
- Link to RFQ (if created)
- Link to PO (if created)
- Related contracts
- Delivery documents

---

## Audit Trail

### What Is Recorded?

Every action on a PR is tracked:

#### 1. Creation
- Created by (user name)
- Created at (date/time)
- Initial values

#### 2. Modifications (Draft Stage)
- Changed by (user name)
- Changed at (date/time)
- What was changed (before/after values)

#### 3. Submission
- Submitted by
- Submitted at
- Status transition: Draft → Pending Approval

#### 4. Approval/Rejection
- Approved/Rejected by
- Approved/Rejected at
- Approval remarks
- User's IP address
- System information

#### 5. Modification Attempts (After Approval)
- Attempted by (user name)
- Attempted at (date/time)
- What user tried to change
- Why it was blocked
- IP address
- User agent

#### 6. Conversions
- Converted by
- Converted at
- Converted to (RFQ/PO)
- Reference numbers

### Viewing Audit Logs

#### For Regular Users:
- View approval history on PR detail page
- See who approved and when
- View approval remarks

#### For Administrators:
- Access full audit logs
- View all modification attempts
- See detailed change history
- Export audit reports

### Audit Log Retention
- **Standard Retention**: 7 years
- **Legal Requirements**: Per local regulations
- **Access Controls**: Restricted to authorized personnel
- **Backup**: Included in system backups

---

## Frequently Asked Questions

### General Questions

**Q: Can I edit my PR after approval?**
A: No. Once approved, PRs are permanently locked to maintain audit integrity and financial control.

**Q: What if I made a mistake in the PR?**
A: Contact your supervisor or procurement manager. Depending on the stage:
- Not yet converted: May need to create new PR
- Already converted: Changes must be in RFQ/PO

**Q: How long does approval take?**
A: Varies by organization. Typically 1-3 business days for standard PRs. Urgent PRs may be expedited.

**Q: Can I cancel an approved PR?**
A: Not directly. Contact procurement team. They can close it if not yet converted.

### Budget Questions

**Q: Does approval mean budget is spent?**
A: No. Budget is "committed" (reserved) but not spent until goods/services are received.

**Q: What happens if budget is unavailable?**
A: PR shouldn't be approved without budget. If approved incorrectly, finance will review.

**Q: Can I use the same budget for multiple PRs?**
A: Yes, as long as total doesn't exceed available budget. Each PR commits its portion.

### Process Questions

**Q: When will I receive my items?**
A: After approval:
1. PR converts to RFQ/PO (1-5 days)
2. Supplier processes order (varies)
3. Delivery (depends on items)
Total: 2-12 weeks typically

**Q: Can I track delivery?**
A: Yes, once converted to PO. PO will have tracking information.

**Q: What if supplier delays delivery?**
A: Contact procurement team. They manage supplier relationships and delivery schedules.

### Technical Questions

**Q: Why can't I click Save button?**
A: If PR is approved, there's no Save button. Document is locked. You can only view.

**Q: System shows "Document Locked" error**
A: This is normal for approved PRs. It's a security feature to prevent unauthorized changes.

**Q: Can admin override the lock?**
A: Generally no. Even administrators must follow audit and compliance rules. Special amendment procedures may exist.

---

## Important Reminders

### Before Submitting for Approval

✅ **Double-check everything** - You won't be able to edit after approval

✅ **Verify quantities** - Make sure amounts are correct

✅ **Confirm budget code** - Ensure correct budget is charged

✅ **Review pricing** - Verify prices are reasonable

✅ **Check delivery date** - Ensure timeline is realistic

### After Approval

📌 **Save your PR number** - Keep for tracking and reference

📌 **Monitor status** - Check periodically for updates

📌 **Coordinate with procurement** - They'll handle next steps

📌 **Plan for delivery** - Prepare for goods arrival

📌 **Keep documentation** - Save approval emails and documents

---

## Need Help?

### Quick Reference

- **View PR Status**: Procurement → Purchase Requisitions → Find PR
- **Check Budget**: Budget Reports or Finance Department
- **Track Delivery**: PO tracking once converted
- **Approval Issues**: Contact your supervisor
- **Technical Issues**: Contact IT Support

### Contact Information

- **Procurement Team**: [Your org contact]
- **Finance Department**: [Your org contact]
- **IT Support**: [Your org contact]
- **Supervisor**: [Department specific]

---

## Related Documentation

- **User Guide**: Complete guide to creating and approving PRs
- **FAQ Document**: Answers to common questions
- **System Administrator Guide**: Technical implementation details
- **Training Materials**: Available from IT Department

---

**Document End**

*This document explains the post-approval process. For complete PR lifecycle information, see the User Guide.*