17 KiB
Purchase Requisition Approval - FAQ
Document Information
- Document Type: Frequently Asked Questions
- Last Updated: 2025-10-30
- Version: 1.0
Quick Navigation
- Creating PRs
- Editing and Saving
- Submitting for Approval
- Approval Process
- After Approval
- Document Locking
- Errors and Issues
- Budget and Finance
- Technical Issues
- 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:
- Status: Only Draft PRs are editable
- Page: You must be on the edit page (URL contains
/edit) - Permissions: You need edit permissions
- Lock status: See lock icon or "View Only" badge
Solution: Check PR status. If not Draft, see 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:
- Contact the approver immediately
- Explain it was submitted prematurely
- Ask them to reject it with a note
- Make corrections when it returns to Draft
- 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:
- Mark PR as high priority
- Add urgency explanation in remarks
- Contact approver directly
- 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:
- PR status returns to "Draft"
- You receive rejection notification
- Rejection remarks explain what needs fixing
- You can now edit the PR again
Next steps:
- Review rejection remarks carefully
- Make requested corrections
- Address all concerns
- Resubmit for approval
Tip: Contact approver if rejection reason is unclear.
After Approval
What happens immediately after approval?
Automatic actions:
- Status changes to "Approved"
- Budget is committed
- Document becomes locked
- Notifications sent to procurement
- Audit log updated
- 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:
- PR to RFQ/PO: 1-5 business days
- Supplier processing: 1-4 weeks
- Shipping: 1-8 weeks
- 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:
- Contact procurement team immediately
- Explain why cancellation is needed
- If not yet converted: May be possible to close PR
- 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:
- Procurement queue: Waiting for processing
- Supplier verification: Checking supplier availability
- Budget confirmation: Final budget check
- Specifications: Clarifying item details
- 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:
- Navigate to Procurement → Purchase Requisitions
- Click on the PR number
- View all information (read-only)
- Access approval history
- 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?
Error: "Purchase requisition not found"
Possible causes:
- PR was deleted
- Wrong PR number
- Insufficient permissions
- System sync issue
Solutions:
- Verify PR number is correct
- Check if PR exists in list view
- Verify you have access permissions
- Contact IT if problem persists
Error: "Budget code not found or inactive"
Meaning: The budget code is invalid
Causes:
- Budget code expired
- Budget code closed
- Typo in budget code
- New fiscal year
Solution:
- Verify budget code with finance
- Get correct/active budget code
- Update PR with valid code
- Save and resubmit
Save button is missing
Check:
- Status: Is PR in Draft? (only Draft has Save button)
- Page: Are you on edit page? (view page has no Save button)
- Permissions: Do you have edit permissions?
- 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:
- Required fields: Some fields are empty
- Validation errors: Red text showing errors
- No line items: Must have at least one item
- Budget invalid: Budget code not valid
- 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:
- Check budget reports in system
- Contact finance department
- 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:
- Budget fully utilized
- Budget frozen/locked
- Budget expired (fiscal year end)
- Wrong budget code used
- Amount exceeds authorized limit
Solution:
- Contact finance for clarification
- Check budget reports
- Use alternative budget code
- Request budget adjustment
- Split PR if possible
Technical Issues
Page won't load / keeps spinning
Try:
- Refresh page (F5 or Ctrl+F5)
- Clear browser cache
- Try different browser
- Check internet connection
- Contact IT if problem persists
Changes not saving
Possible causes:
- Session timeout: Login again
- Network issue: Check connection
- Validation errors: Look for red text
- Browser issue: Clear cache or try different browser
Prevention: Click "Save Draft" frequently
Can't find my saved PR
Check:
- Filters: Reset all filters in list view
- Status: Change status filter to "All"
- Date range: Expand date range
- Search: Try searching by PR number
- Deleted: PRs may have been deleted (if Draft)
Print function not working
Try:
- Use browser print (Ctrl+P)
- Export to PDF first, then print
- Check printer settings
- Try different browser
- 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:
- Create PR as normal
- Note payment requirement in remarks
- After approval, notify procurement
- Finance handles advance payment
- 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:
- Create PR immediately
- Mark as "Urgent" or "Emergency"
- Add justification in remarks
- Contact approver directly
- 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
- Can't edit: Check PR status (must be Draft)
- Can't save: Check for validation errors (red text)
- Can't submit: Fill all required fields
- Page error: Refresh browser, clear cache
- 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.