# Purchase Requisition Approval - User Guide

## Document Information
- **Document Type**: User Guide
- **Audience**: Procurement Staff, Department Heads, Finance Controllers
- **Last Updated**: 2025-10-30
- **Version**: 1.0

---

## Overview

This guide explains how to create, submit, and approve Purchase Requisitions (PRs) in the PIAM system. Understanding the approval workflow and document immutability rules is essential for efficient procurement operations.

---

## Table of Contents

1. [Purchase Requisition Lifecycle](#purchase-requisition-lifecycle)
2. [Creating a Purchase Requisition](#creating-a-purchase-requisition)
3. [Submitting for Approval](#submitting-for-approval)
4. [Approval Process](#approval-process)
5. [Document Immutability Rules](#document-immutability-rules)
6. [What You Can and Cannot Do](#what-you-can-and-cannot-do)
7. [Common Scenarios](#common-scenarios)
8. [Troubleshooting](#troubleshooting)

---

## Purchase Requisition Lifecycle

A Purchase Requisition moves through several statuses:

```
Draft → Pending Approval → Approved → Converted to RFQ/PO → Closed
  ↑          ↓
  └────(rejected)
```

### Status Descriptions

| Status | Description | Can Edit? | Can Approve? |
|--------|-------------|-----------|--------------|
| **Draft** | Initial state, not yet submitted | ✅ Yes | ❌ No |
| **Pending Approval** | Submitted and awaiting approval | ❌ No | ✅ Yes |
| **Approved** | Approved and ready for procurement | ❌ No | ❌ No |
| **Rejected** | Rejected by approver, returns to Draft | ✅ Yes | ❌ No |
| **Converted to RFQ** | Converted to Request for Quotation | ❌ No | ❌ No |
| **Converted to PO** | Converted to Purchase Order | ❌ No | ❌ No |
| **Closed** | Completed or cancelled | ❌ No | ❌ No |

---

## Creating a Purchase Requisition

### Step 1: Access the PR Form

1. Navigate to **Procurement → Purchase Requisitions**
2. Click **"Create New Requisition"** button
3. The system creates a new PR in **Draft** status

### Step 2: Fill in Required Information

#### General Information
- **Requisition Number**: Auto-generated by system
- **Department**: Select your department from dropdown
- **Requested Date**: Date when items are needed
- **Purpose**: Describe why these items are needed
- **Priority**: Select urgency level

#### Budget Information
- **Budget Code**: Select the budget to charge
- **Company Code**: Select company/entity
- **Cost Center**: Select appropriate cost center

#### Line Items
For each item you need:
1. Click **"Add Item"**
2. Search and select the item
3. Enter **Quantity** and **Unit**
4. Enter **Unit Price** (if known)
5. Add **Remarks** if needed

### Step 3: Save Your Work

- Click **"Save Draft"** to save without submitting
- You can return later to continue editing
- Draft PRs remain editable until submitted

---

## Submitting for Approval

### When to Submit

Submit your PR when:
- All required information is complete
- Line items are accurate
- Budget information is correct
- You're ready for approval

### How to Submit

1. Review all information carefully
2. Click **"Submit for Approval"**
3. Confirm submission in the dialog
4. PR status changes to **"Pending Approval"**

### What Happens After Submission

Once submitted:
- ❌ **You cannot edit the PR anymore**
- ✅ Approvers receive notification
- ✅ PR enters the approval workflow
- ✅ You can view PR status anytime

### Important Notes

- Double-check all details before submitting
- Once submitted, you cannot make changes
- If rejected, PR returns to Draft for corrections
- Keep track of your PR number for reference

---

## Approval Process

### Who Can Approve?

Approvers are typically:
- **Department Heads**: For departmental purchases
- **Finance Controllers**: For budget approval
- **Procurement Managers**: For procurement approval

*Note: Your organization's approval hierarchy may vary*

### How to Approve a PR

1. Navigate to **Procurement → Purchase Requisitions**
2. Filter by **"Pending Approval"** status
3. Click on the PR to review
4. Review all details carefully:
   - Items requested
   - Quantities and prices
   - Budget information
   - Purpose and justification
5. Click **"Approve"** button
6. Add approval remarks (optional)
7. Confirm approval

### How to Reject a PR

If corrections are needed:
1. Click **"Reject"** button
2. **Add rejection reason** (required)
3. Confirm rejection
4. PR returns to Draft status
5. Requester can make corrections and resubmit

---

## Document Immutability Rules

### Why Are Approved PRs Locked?

Once a PR is approved:
- **Financial Control**: Budget is committed
- **Audit Compliance**: Approved amounts must be traceable
- **Process Integrity**: Prevents unauthorized changes
- **Procurement Accuracy**: What was approved is what gets procured

### Visual Indicators

When viewing a locked PR, you'll see:
- 🔒 **Lock icon** in the header
- **"Document Locked"** banner at the top
- **"View Only"** badge
- All fields are grayed out/disabled
- No Save or Submit buttons

### What Statuses Are Locked?

| Status | Locked? | Reason |
|--------|---------|--------|
| Draft | ❌ No | Still being prepared |
| Pending Approval | ✅ Yes | In approval workflow |
| Approved | ✅ Yes | Budget committed |
| Rejected | ❌ No | Returned for correction |
| Converted to RFQ/PO | ✅ Yes | Already converted |
| Closed | ✅ Yes | Process complete |

---

## What You Can and Cannot Do

### ✅ What You CAN Do

**With Draft PRs:**
- Edit all fields and line items
- Add or remove items
- Change quantities and prices
- Update budget information
- Save changes anytime
- Delete the PR if not needed

**With Approved PRs:**
- View all information
- Print or export the PR
- Track conversion to RFQ/PO
- View approval history
- View audit logs

**With Rejected PRs:**
- Make requested corrections
- Update based on rejection remarks
- Resubmit for approval

### ❌ What You CANNOT Do

**With Approved PRs:**
- Edit any field
- Change line items
- Modify quantities or prices
- Change budget information
- Delete the PR

**With Pending Approval PRs:**
- Edit while waiting for approval
- Change submitted information
- Cancel submission (must be rejected)

---

## Common Scenarios

### Scenario 1: I Need to Change an Approved PR

**Problem**: You discovered an error after approval

**Solution**:
1. Contact your supervisor or procurement manager
2. Explain what needs to be changed
3. If the PR is not yet converted:
   - Admin may be able to help
   - May need to create a new PR
4. If already converted to RFQ/PO:
   - Changes must be made in RFQ/PO document
   - Original PR remains unchanged for audit

**Best Practice**: Always double-check before submitting!

### Scenario 2: My PR Was Rejected

**Problem**: Your PR status shows "Rejected"

**Solution**:
1. Open the PR to view rejection remarks
2. Review what needs to be corrected
3. Make the necessary changes
4. Resubmit for approval
5. The PR will go through approval again

### Scenario 3: I Submitted the Wrong PR

**Problem**: You accidentally submitted a PR that's not ready

**Solution**:
1. Contact the approver immediately
2. Ask them to reject the PR
3. Add a note explaining it was submitted early
4. Make corrections when it returns to Draft
5. Resubmit when ready

### Scenario 4: I Can't Edit My Draft PR

**Problem**: The form shows "View Only" even though status is Draft

**Possible Causes**:
1. You're viewing the PR, not editing it
   - Solution: Click "Edit" button
2. You're on the list view or detail view
   - Solution: Navigate to edit page
3. Browser cache issue
   - Solution: Refresh the page (Ctrl+F5)

### Scenario 5: System Shows "Document Locked" Error

**Problem**: You see an error message about document being locked

**What It Means**:
- The PR status doesn't allow editing
- This is a security feature to protect approved documents

**Solution**:
- If PR is Pending Approval: Wait for approval/rejection
- If PR is Approved: Cannot edit (see Scenario 1)
- If you believe this is an error: Contact system administrator

---

## Troubleshooting

### Error Messages

#### "Cannot modify purchase requisition in '[Status]' status"
- **Meaning**: PR is locked due to its status
- **Solution**: Check PR status; only Draft PRs can be edited

#### "This document is locked and cannot be edited"
- **Meaning**: PR has been approved or is beyond approval
- **Solution**: See [Scenario 1](#scenario-1-i-need-to-change-an-approved-pr)

#### "Purchase requisition not found"
- **Meaning**: PR may have been deleted or ID is incorrect
- **Solution**: Check PR number and try again

### Common Issues

#### Save Button Not Appearing
- **Check**: Is PR in Draft status?
- **Check**: Are you on the edit page (URL contains `/edit`)?
- **Check**: Do you have permission to edit?

#### Cannot Submit for Approval
- **Check**: Are all required fields filled?
- **Check**: Are there validation errors?
- **Check**: Is at least one line item added?
- **Check**: Is budget code valid?

#### PR Disappeared from List
- **Check**: Filter settings (status, date range)
- **Check**: Search for PR number directly
- **Check**: PR may have been deleted (if it was Draft)

---

## Best Practices

### Before Creating a PR

1. ✅ Verify budget availability
2. ✅ Gather all item specifications
3. ✅ Check with department for requirements
4. ✅ Confirm requested delivery date

### Before Submitting

1. ✅ Review all line items carefully
2. ✅ Verify quantities and units
3. ✅ Double-check budget code
4. ✅ Ensure purpose is clear
5. ✅ Check all required fields are filled
6. ✅ Review total amount

### For Approvers

1. ✅ Review budget availability
2. ✅ Verify items are appropriate
3. ✅ Check quantities are reasonable
4. ✅ Ensure prices are acceptable
5. ✅ Provide clear rejection reasons
6. ✅ Approve promptly to avoid delays

---

## Getting Help

### Internal Support

- **Technical Issues**: Contact IT Support
- **Approval Questions**: Contact your supervisor
- **Budget Questions**: Contact Finance Department
- **Procurement Process**: Contact Procurement Department

### Documentation

- **System Administrator Guide**: For technical details
- **FAQ Document**: For common questions
- **Training Materials**: Available from IT Department

---

## Glossary

**Draft**: Initial status of a PR, allows editing

**Immutable**: Cannot be changed or modified

**Line Item**: A single item/material on the PR

**Pending Approval**: PR is submitted and awaiting approval

**Purchase Requisition (PR)**: Internal document requesting to purchase items

**Rejection Remarks**: Reason provided when PR is rejected

**Status**: Current state of the PR in its lifecycle

**Workflow**: Series of steps a PR goes through from creation to approval

---

## Appendix: Quick Reference

### Keyboard Shortcuts

| Shortcut | Action |
|----------|--------|
| Ctrl+S | Save Draft (on edit page) |
| Esc | Close dialog/cancel action |

### Status Color Codes

- **Gray**: Draft
- **Yellow/Amber**: Pending Approval
- **Green**: Approved
- **Red**: Rejected
- **Blue**: Converted/Closed

### Important Reminders

1. 📌 Only Draft PRs can be edited
2. 📌 Always review before submitting
3. 📌 Approved PRs are permanently locked
4. 📌 Save your work frequently
5. 📌 Keep PR numbers for reference

---

**Document End**

*For technical details and configuration, see System Administrator Guide*