# 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

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**End of FAQ**

*For complete procedural information, see the User Guide and Process Guide documents.*