How to Create a Purchase Request and Edit Your Purchase Order.

To create a purchase request in SprintSuite, follow these steps:

Initiate the Purchase Request:

• • From within your job, or navigate to the Purchases section and click on "Create Purchase Request."

    Complete the New Purchase Request (PR) Page:

    • Select the billable company.
    • Choose your suppliers.
    • Enter the quote value.
    • If a file upload is mandatory, ensure you upload the required document.

      Submit the Purchase Request:

      • Once all fields are completed, click "Submit" to finalise the request.

After initiating the purchase request and completing the initial fields:

Select Additional Details:

• • Choose your department and purchase type.
  • Add a description for the purchase request.

    Linking to a Job:

    • If the request is created within a job, the job number will automatically be linked.
    • If created outside of a job, linking to a job is optional.

      Cost Code and Invoicing:

      • Select the appropriate cost code.
      • Choose if you wish to invoice back to the client, and fill in applicable fields like the quote number and reference.

        Requester and Delivery Details:

        • Specify who the requester is.
        • If goods are being delivered, enter the delivery date, ship-to address, and any delivery instructions.

• Adding Purchase Request Items:

  • Under the "Purchase Request Items" section, you can select products from the items dropdown menu. This option is available only if these products have been added to the supplier in the "Supplier Companies" section.
  • If the product isn't listed, you can manually add it by entering the description, quantity, unit price, tax type, and unit type.

• Verify and Save:

  • Ensure that the total amount matches the uploaded quote amount.
  • Once everything is accurate, scroll up and click "Save All" to finalise your purchase request.
  • If you have a large number of items to add, you can download the "Upload Line Items Template". This allows you to input multiple items efficiently. 

• Submit for Approval:

  • After saving all your changes, click "Send for Approval."
  • You can choose whether to send an acknowledgment to the supplier at this stage.

• Approval and Sending the Purchase Order:

  • Once the Purchase Order (PO) is approved, the PO PDF will be automatically sent to the supplier.

Self-Approval for Approvers:

• If you are an approver, you can send the purchase request to yourself for approval.
• To approve, simply click "Mark as Approved."

Once the purchase request is approved, it automatically converts into a Purchase Order.

Post-Approval Actions:

• • After the Purchase Order (PO) is approved, click on "Actions" to manage your PO further. Here, you can:
    • Export the PO to PDF if you don't want to send it immediately.
    • Clone the PO for similar future orders.
    • Mark the PO as receipted.
    • Send the PO to the supplier.
    • Cancel the Purchase Order.
    • Mark the PO as closed.

These options give you full control over your Purchase Order, allowing for flexible management within SprintSuite.

Edit a Purchase Order: Click on the pencil icon to edit the quantity, void or receipt items, or change the unit price, tax type or unit type then hit the save icon.

If you need to make a variation or add a credit note, click on "Variation" to adjust the PO accordingly. 

These steps provide full control over creating, managing, and editing purchase requests and orders within SprintSuite.