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Documentation Index

Fetch the complete documentation index at: https://help.kwentra.com/llms.txt

Use this file to discover all available pages before exploring further.

A Purchase Request is a form you submit to obtain items for your warehouse. It is sent to an authorized purchaser or buyer. Submitting a purchase request doesn’t mean you’re buying yet—it’s just the first step to getting approval from cost-control buyers and purchasers.

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How do you create a Purchase Request?

Back Office → Purchasing → Purchase Requests → Add New
  1. Add a Description for your request i.e. Monthly order
  2. Add the Date of your request.
  3. Select the Cost Control Buyer, who sets item prices and chooses the vendor.
  4. Add each requested item in a separate line.
  5. Choose the store where the items will be received.
  6. Select the quantity you’re requesting for each item.
  7. Click Save and edit from the bottom of the screen.
After initially saving the purchase request, the cost control buyer will receive an email notification of the new request. Now, it’s the Buyer’s role to start working on the purchase request to add the prices of each item and the vendor to buy the items.
  1. Open the purchase request.
  2. Enter the price per item as a total or unit price; it will be calculated automatically.
  3. Assign a vendor for each item line. .
  4. Click Save and edit from the bottom of the screen.
In that way, your purchase request or PR is successfully created. You can print out this purchase request using the print option on the top right of the screen.

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9th of February Update - Usage Departments on Purchase Requests: Purchase requests now include department/team selection to track spending per division. Requesters can only submit PRs for the departments they are linked to.

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How do you create a Usage Department?

Using the Account Families, add to them. Back Office → Settings → Accounts → Account Families → Select Family
  1. Add divisions to the account family; multiple divisions can be included.
  2. Click Save.

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Important Notes:

  • Requesters can only add one Usage Department per PR.
  • Requesters can only add PRs to the Usage Departments linked to their .
  • Requesters can only view PRs for Usage Departments linked to their divisions.
  • Requesters can reset search criteria but only access PRs linked to their Usage Departments.

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9th of February Update - Clone PR:

Requesters can now clone purchase requests at any status; the below fields will be included in the new copy:
  • Description
  • Buyer (if exists)
  • Items
  • Store
  • Quantity
  • Unit Price
  • Discount
  • Vendor (if exists)
  • Market List checkbox (if exists)
[ T](https://d29l98y0pmei9d.cloudfront.net/article/4022/bc83682c-0524-4b40-ace9-487d4fd913b3.png)he below fields will not be included in the new copy:
  • File Number
  • Date
  • Usage Department
  • Number (ID)
  • Approval Levels
  • Description (Line Item)

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27th of August

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Maintain Approval Levels When Updating Vendor or Price on Purchase Requests

Approvals for items remain and don’t reset when the vendor or unit price is changed by the creator or buyer.

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Business Value

  • Prevents lost approvals and reduces redundant approval cycles.
  • Ensures audit integrity and accurate workflow history.
  • Saves time for users by avoiding unnecessary repeated approvals.
  • Increases trust in automated approval processes.

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Use Cases

  • Scenario 1: A PR item is approved by multiple levels. The buyer later updates the vendor for a better deal. Previously, some approvals would be lost—now, all existing approvals remain intact.
  • Scenario 2: A price correction is made after initial approvals. The workflow continues smoothly without requiring the same managers to re-approve.

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What Changes?

  • When the PR creator or buyer updates the vendor or unit price on an item that already has approvals, all existing approval records remain valid and visible.
  • No approval level (e.g., Level 2, Level 3) will be reset or cleared because of these modifications.

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What Stays the Same?

  • If other fields are edited (except vendor or unit price), the standard workflow applies.
  • If an item is deleted and re-added, the approval cycle starts over.

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Audit Trail:

  • All changes (vendor or price) are logged in the item history for full traceability.

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Notes for Admins

  • To troubleshoot, check the item’s approval history:
    • All previous approval levels should be visible.
    • Any vendor or price edits should be reflected in the log, not in approval resets.

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Update: 23rd of November, 2025

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Updates to the Rejection of Purchase Request Items

Flexible rejection options for PR items with improved tracking and user control.

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Use Cases

  • A PR line is incorrect—return it to the creator for editing and quick resubmission.
  • An approver at Level 3 spots a pricing issue—returns the item to Level 2 to review earlier approvals.
  • Final rejection: item is canceled entirely, and the team creates a new PR if needed.
  • Procurement manager tracks all returned or revised lines with color codes and status flags.

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How to Reject PR Items

  • Select one or more PR items.
  • Click Reject.
Enter your Rejection Note (10–300 characters).
  • Note is logged with your name, date, time, and action level.
Choose where to return the item:
  • Return to Creator:
    • Clears approvals, lets the creator edit and resubmit for approval.
    • PR status will show Under Revision until resubmitted.
    • Returned items are flagged; only the creator can resubmit.
  • Return to Level N:
    • Sends item to a chosen previous approval level, clearing approvals after that point.
    • Approver at that level receives an email notification to review/resubmit.
  • Final Rejection:
    • Item is closed—cannot be edited, resubmitted, or converted to PO.
    • The only option is to start a new PR/PO.
Submit your action.

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What happens next?

  • Returned items can be edited by the creator (if sent back to the creator) and resubmitted.
  • Items returned to approval levels retain approvals below that level, but must restart from the point of return.
  • Approval history and rejection notes are always visible.
  • Color codes for each item in the approval cycle:
    • Green: Approved
    • Yellow/Orange: Pending
    • Red: Rejected
    • New color/icon: Returned item (differentiates from standard pending)
  • Email Notification:
    • The user at the returned level receives an automated email with item details and the action required.

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Key Fields & Statuses

  • Rejection Note: Required field (10–300 chars), appears in line item notes with action level, user, date/time.
  • Returned: Line flag for items returned to creator/level.
  • Under Revision: PR flag while items are pending creator edits; appears with PR status.
  • Submit Returned Items: Button shown only to creator for PRs with returned items.
  • Editable: Only returned items (to creator) are editable; all others are locked.
  • Color Codes: Quick visual guide to item status in approval flow.

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Update: 8 Apr 2026

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Bulk Update Store And Vendor On All Line Items

Use the Bulk Update section on a Purchase Request to apply a store or vendor across all line items at once. How It Works Bulk Update Section Where: Back Office → Purchasing → Purchase Requests → open a PR The Bulk Update section sits on the PR header and contains two fields:
  • Store — applies to all existing line items, and to every new item added after the store is set.
  • Vendor — applies to all existing line items (editable only by the buyer assigned to the PR).
Store — Behavior Details Setting the store before adding line items
  1. Select a store in Bulk Update before adding any line items.
  2. Each item added to the PR will automatically inherit that store.
  3. If an item has a default receiving store, the PR-level store takes precedence.
Setting the store after adding line items
  1. Select a store in Bulk Update after line items already exist.
  2. The store applies to all existing line items immediately — including items that already had a store assigned.
Updating the store after items were already added
  1. Set the store before adding items; all new items inherit it as they are added.
  2. If you change the store in Bulk Update after items are added, all existing line items update to the new store.
  3. Any new items added after the update also inherit the updated store.
Vendor — Behavior Details The Vendor field in Bulk Update is straightforward:
  • Set a vendor in Bulk Update — it applies to all existing line items immediately.
  • Access: editable only by the buyer assigned to the PR (same rule as the vendor field on each line item).
Note: After using Bulk Update, each line item’s store and vendor can still be edited individually. This is useful when some items come from a different supplier or are received at a different store.