Creating a Purchase Request

To begin using Purchase Requests in Concur Invoice, you must first access the feature. Ensure that your user role has the permission of Purchase Request User. Here's how to navigate to the Purchase Requests page:

1. Navigate to Requests: Select the Requests tab in the top navigation menu. Select Purchase Requests. This action opens a submenu with various options, including "Pending Requests" and "Request Items." The specific views available may vary based on your role and your organization's configuration.
2. Manage Requests: To view or manage requests awaiting action, navigate to Pending Requests.

Within Concur Invoice, an Item Request (often referred to as a "Request Item" in documentation) is a fundamental component of a Purchase Request. It provides a detailed specification of a single good, service, or item that you intend to purchase. Think of it as a building block that makes up a larger Purchase Request, where you meticulously outline what needs to be acquired before seeking approval.

Purpose: Item Requests enable you to itemize purchases for enhanced tracking, budgeting, and approval processes. By capturing essential details such as quantity, estimated cost, and vendor information, they help ensure compliance. These details can then be converted into purchase orders or invoices upon approval.

Key Elements: When creating an Item Request, you'll typically include the following fields:

• Item description (e.g., "Ergonomic Office Chair")
• Quantity (e.g., "1")
• Unit price (e.g., "$250")
• Total amount (e.g., "$250")
• Vendor details (e.g., "Office Supply Co.")
• Any custom fields required by your company (e.g., cost center, project code)

Relation to Purchase Request: Multiple Item Requests can be combined into a single Purchase Request for submission. This pre-approval step is crucial for controlling spending by requiring managerial authorization before any actual purchases are made.

Benefits: Using Item Requests streamlines the procurement process, minimizes unexpected expenses, and integrates seamlessly with Concur's invoice matching feature to automate payments later.

Creating a Purchase Request in Concur Invoice involves adding items, providing necessary details, and submitting the request for approval. This feature, an add-on to Concur Invoice, helps automate the entire process from the initial request to the final payment. Follow these steps to create a Purchase Request (note that the exact interface elements may vary slightly depending on your version or custom configuration):

1. Add Items: In the Cart Items section, select Add New Item. For each item:
   • Enter the item description (e.g., "Office laptop").
   • Specify the quantity, unit price, and total estimated cost.
   • Select or enter the vendor.
   • Fill in required fields like item number, shipping details, cost center, or any custom attributes defined by your company.
   • Repeat this process to add multiple items if needed.
2. Assemble the Purchase Request: Once you've added all the necessary items, group them into a single Purchase Request. Provide a descriptive title (e.g., "Q3 IT Equipment Purchase"), the expected delivery date, and any supporting notes or attachments (such as quotes or justifications).
3. Review and Submit: Carefully review the total amount and all details for accuracy. Select Submit to send the request through your company's approval workflow. Approvers will receive a notification, and you can track the status of your request under Active Items.
4. Post-Submission: Processed purchase requests can automatically generate purchase orders or link to incoming invoices for matching and payment, further streamlining the procurement process.

• Accessing Purchase Requests in Concur Invoice requires the appropriate user role and navigating through the "Requests" tab.
• An Item Request is a detailed specification of a single good, service, or item that you intend to purchase, containing key elements like description, quantity, and vendor details.
• Creating a Purchase Request involves adding items, providing details, and submitting the request for approval, which automates the process from request to payment.