Q1. What are Purchase Requests?
Purchase Requests are internal documents used to estimate the cost of goods or services from a supplier.
They list itemized products or services to help teams review and approve expected spending before purchasing.
Some common business usage includes:
Budget approval before making a purchase
Internal procurement requests from departments
Cost estimation for supplier sourcing or comparison
Note: Purchase Requests are issued prior to billing.
Q2. How does Purchase Requests work in Jaz?
A Purchase Request follows a simple flow: Purchase Request → Purchase Order → Bill.
Note: Purchase Requests do not affect your ledger.
A request in Jaz goes through three stages: Pending → Order Due → Active:
Pending: The request is awaiting internal acceptance
Note: Can be converted directly to a Puchase Order or Bill.
Order Due: The request is ready for processing as a Purchase Order
Note: Can be converted directly to a Bill.
Active: Shows all currently active quotes
Q3. What do the different Purchase Requests status mean?
Each Purchase Request stage includes specific statuses that reflect progress:
Pending
Submitted: The request is waiting for internal approval
Order Due
Accepted: Internal team has approved the request
Partial: Only part of the expected amount has been ordered or billed
Example: SGD 500 expected, SGD 250 fulfilled
Active
Includes all Order Due statuses
Full: The expected amount has been fully met or exceeded
Over-fulfillment can be controlled in document settings.
Q4. How do I create a Purchase Request?
Go to Bills → Orders → Requests → + New Request
Fill in the required details and Save.
Request Reference
Supplier
Request Date
Terms
Valid Till
Note: this date cannot be earlier than the request date.
Item
Q5. Can I bulk create requests?
Importing to bulk create requests is not yet supported.
Q6. How do I set requests to repeat?
Open a request in Edit mode → go to the expected total field (below the total table) → click the calculator icon→ set repeat count or set to infinite
You can still edit repeat settings even for active requests.
Q7. Can inventory items be used in Purchase Requests?
Yes. Inventory items can be added to Purchase Requests.
Inventory quantity is only affected once the request is converted to an order and billed.
Q8. Who can create Purchase Requests?
You can assign Orders permissions in Access Management.
Q9. Are there limits to quotes?
Yes, trial includes 50 orders, quotes, and requests on the Essentials Plan, with the option to purchase an add-on to remove any limits.