Create a purchase order from a request

You can create a purchase order directly from a request. This enables procurement managers to obtain items and fulfill requests from the Service Catalog. You can create multiple purchase orders from a request.

Before you begin

Role required: procurement_admin or procurement_user

Procedure

  1. Navigate to Procurement > Requests > Requests.
  2. Click the Number of a request that has been approved but not sourced.
    Look in the Request State and Sourced columns.
  3. In the Catalog Tasks related list, click a Number.
  4. Click Source Request.
    The Source Request screen is displayed with a list of all the requested items.
  5. Click Add Purchase Order in the requested item section.
  6. In the Vendor list, select the vendor from which the requested item or items should be delivered.
  7. In the Out of Stock field, verify if the value is false. If the vendor doesn't has stock, the field value will be true.
  8. In the Quantity field, specify the quantity you want to order.
  9. In the Destination Stockroom list, select the destination to which the requested item or items should be delivered.
  10. (Optional) Select the Consolidate PO check box to combine the listed items with existing purchase orders.
    When Consolidate Purchase Orders is checked, all items sourced from the same vendor on the same request are placed on the same purchase order. When a vendor is selected, the system automatically searches for purchase orders that have been created for the same request, have the same Vendor selected, and have the Requested status. If the system finds a match, all items are placed on the same purchase order and can be ordered together. If the system does not find a match, a new purchase order is created.
    For example, if you are purchasing 25 phones from Apple and an open purchase order already exists for Apple, the 25 phones are added to the open purchase order. If there are no open purchase orders for the selected vendors, new purchase orders are created. Items ordered from the same vendor are grouped together. Different items are shown on separate lines on the purchase order.
  11. Click Submit.
    The catalog task reopens and you see a message that the purchase order was created. When you view the request, the Sourced check box is selected.