Exploring the Purchase Request page

Concur's Purchase Request (PR) and Purchase Order (PO) features are designed to integrate with Concur Invoice, providing organizations with a powerful tool for internal spend authorization and streamlined procure-to-pay processes.

This add-on module empowers employees to create formal requests for goods or services. These requests then undergo an approval process, ensuring adherence to company policies and helping to control costs by preventing unauthorized spending.

Once a PR is approved through configurable multi-level workflows, it automatically generates a PO. The PO serves as a binding document, authorizing suppliers to deliver specified items at agreed-upon prices and quantities in exchange for payment.

The integration with Concur Invoice creates an end-to-end lifecycle, from initial spend authorization to invoice matching (including 2-way or 3-way matching with receipts) and payment. This automation facilitates compliance checks, flags discrepancies, and improves visibility into spending patterns. Key benefits include:

• Enhanced cost control
• Reduced processing times
• Minimized errors through automation
• Improved auditability

The Purchase Request homepage serves as the central hub for users to create, manage, and track purchase requests. You can access it via Requests > Purchase Requests > Request Items in the main menu. This page is specifically designed for users with the Purchase Request User role, providing an intuitive view optimized for efficient request entry and review. Unsubmitted requests are displayed at the top, while active (submitted) items are listed below, allowing for quick actions such as editing, deleting, copying, or recalling requests.

Let's explore the key features:

Creating Requests: To initiate a new request, click Add New Item. You'll then select the item type (Goods or Services), choose a vendor from recent lists or search for one (with the option to request a new vendor if needed), and enter details such as quantities, prices, and any custom fields.

After adding the necessary items, proceed to the Purchase Details page to specify header information, including Ship To and Bill To addresses from pre-configured lists, before submitting the request.

Management Tools:

• Edit existing requests by double-clicking them. Use Edit to edit one or multiple fields for bulk updates.
• Distribute costs across different departments using Distribution Summary (by amount, percentage, or Excel import).
• Additional actions include uploading images or documents via Actions > Upload Image, viewing Approval Flows, adding Comments, and accessing Audit Trails for a complete history of the request.
• Search and Filtering: Easily find submitted requests by searching for specific criteria such as Vendor Name, Item Total, or Order No. You can also filter views by active items or date ranges using the option Change View.
• Advanced Functionalities: For approved POs, create change orders via Actions > Create Change Order. Generate invoices directly from POs using Create Invoice. Proxy users can also manage requests on behalf of others.
• Role-Based Access: Depending on their assigned roles (e.g., Approver, Purchasing Admin, Vendor Manager), users have different capabilities. Approvers can approve or reject requests, Purchasing Admins can transmit POs to vendors (with PDF attachments), and Vendor Managers can handle vendor approvals. Email notifications for status changes are configurable in user profiles, ensuring everyone stays informed.

The Purchase Request homepage prioritizes efficiency, offering role-specific options and seamless transitions to related features like PO transmission and invoice creation. This ensures a user-friendly experience for all procurement tasks.

• Purchase Request and Purchase Order streamline the procure-to-pay process, enabling organizations to control spending and ensure policy compliance.
• The Purchase Request homepage provides a centralized interface for creating, managing, and tracking purchase requests.
• Key features include tools for creating requests, managing existing requests, searching and filtering, and advanced functionalities like change orders and invoice generation.