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Manage Purchase Requests

In this help document, you’ll learn the actions you can perform to manage the purchase requests in your Zoho Spend organization.

Edit a Purchase Request

Here’s how you can edit a purchase request:

  • Click Purchase Requests under Procurement.
  • Open the purchase request that you want to edit.
  • Click Edit in the top right corner of the page.
  • Make the necessary changes.
  • Click Save.

Mark Purchase Request as On Hold

Scenario: Patricia, a procurement executive at Zylker, received a purchase request for laptops. Upon approving the purchase request, she was informed that the vendor was facing a stock shortage. Instead of rejecting the request, Patricia can mark it as On Hold in Zoho Spend until the vendor confirms availability.

Note: Only Approved purchase requests can be marked as On Hold.

If you want to mark your purchase request as on hold:

  • Click Purchase Requests under Procurement.
  • Click the More icon at the top pane and select Approved.
  • Open the purchase request that you want to mark as on hold.
  • Click More in the top right corner of the page.
  • Click Mark As On Hold from the More dropdown.
  • Specify a reason for marking the purchase request as on hold and click Confirm in the Mark As On Hold pop-up.

Undo On Hold Status

Scenario: Patricia, a procurement executive at Zylker, received a purchase request for laptops. Upon approving the purchase request, she was informed that the vendor was facing a stock shortage. Instead of rejecting the request, she marked it as On Hold until the vendor confirmed availability. Once the requested items were available, she can now revert the On Hold status by clicking Undo On Hold in Zoho Spend to resume the procurement process.

You can revert the purchase request from on hold to approved. Here’s how:

  • Click Purchase Requests under Procurement.
  • Click the More icon at the top pane and select On Hold.
  • Open the purchase request for which you want to revert the on hold status.
  • Click Undo On Hold in the top right corner of the page.
  • Confirm your action by clicking Confirm in the Undo On Hold pop-up.

The purchase request will be reverted to Approved.

Mark Purchase Request as Processed

Scenario: Patricia Boyle, a procurement executive at Zylker, received a purchase request for laptops. Once the purchase was completed, she marked the request as Processed to indicate that the procurement was executed.

Note: Only Approved purchase requests can be marked as Processed.

Once a purchase request has been approved and processed, you can mark it as processed. Here’s how:

  • Click Purchase Requests under Procurement.
  • Click the More icon at the top pane and select Approved.
  • Open the approved purchase request that you want to mark as processed.
  • Click Mark As Processed in the top right corner of the page.
  • Confirm your action by clicking Mark As Processed in the Mark As Processed pop-up.

Undo Processed Status

Scenario: Patricia, a procurement executive at Zylker, is reviewing a purchase request containing multiple items. While processing the request, she mistakenly marks one of the items as Processed, assuming it had already been converted into a purchase order. Later, upon verifying the records, Patricia realizes that it was meant to be included in a different purchase order. Patricia can now click Undo Processed in Zoho Spend to revert the item’s status and associate it with the required purchase order.

Once a purchase request has been marked as processed, you can revert the purchase request to Approved. Here’s how:

  • Click Purchase Requests under Procurement.
  • Click the More icon at the top pane and select Processed.
  • Open the processed purchase request that you want to revert to Approved.
  • Click Undo Processed in the top right corner of the page.
  • Specify a reason for reverting the Mark as Processed status and click Confirm in the Undo Processed pop-up.

The purchase request will be reverted to Approved.

Export Purchase Requests

You can export the purchase requests in your organization in two formats:

  • CSV - Comma Separated Value
  • XLS (XLSX) - Microsoft Excel

To export purchase requests:

  • Click Purchase Requests on the left sidebar.
  • Click the More icon in the top right corner of the page.
  • Select Export Purchase Requests from the dropdown.
  • Choose Purchase Requests as the Entity.
  • Select the format in which you want to export your data.
  • Check the Include Sensitive Personally Identifiable Information (PII) while exporting box if the purchase requests contains personally identifiable information.
  • If you want to secure the purchase requests with a password, check the I want to protect this file with a password option and provide a Password.
  • Click Export to export the data to your device.
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