Entering a Purchase Request
Employees with access to purchase requests can enter a request to purchase needed items, material or services from vendors.
The employee record must be set up to give the employee access to the Employee Center. For more information, see Giving an Employee Access to Purchase Requests.
To enter a purchase request:
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In the Employee Center, click Enter Purchase Requests.
Primary Information
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Select the vendor who will provide the good or service being requested.
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Select a location to associate with the purchase request.
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The current date autofills the Date field. You can enter or select another date.
Classification
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Select a department, class, and location to associate with this purchase.
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The vendor's primary currency is shown by default. If your company uses the Multiple Currencies feature, you can choose one of this vendor's transaction currencies. For more information, see Vendors and Multiple Currencies.
This currency will be used through the entire purchasing process and cannot be changed later.
Items
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On the Items subtab, click the Items subtab to request an item to be purchased.
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In the Item column, select the item.
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Select a department to associate with the item.
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Click Add.
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Repeat the steps above for each item to be entered for this purchase.
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Optionally complete information in the remaining fields on the form.
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Click Save.
On the Purchase Request form, an employee can select a vendor and select a value for the Ship To field, representing a customer. Note the following details about available Ship To field values in OneWorld accounts:
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For employees using the standard Employee Center role, available Ship To values include all customers, unrestricted by subsidiary or sales team.
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For employees using a customized Employee Center role, available values are restricted to customers associated with any subsidiary to which the employee has access. If the Team Selling feature is enabled, available values are restricted to customers assigned to any sales team of which the employee is a member.
If you use the Approval Routing feature, a purchase request may require approval before it is converted to a purchase order. For more information, see Approval Routing.
You can set the To Be Emailed and To Be Faxed fields on purchase requests prior to supervisor approval. If a purchase request is submitted with the To Be Emailed or To Be Faxed box checked but still needs approval, note the following. The box remains checked but the email or fax is not sent. At the time of approval, the email or fax is sent and the To Be Emailed and To Be Faxed fields are cleared. For more information, see Approving a Purchase Request.