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A purchase request now tracks three things on its own: ordering, approval, and closing. This matches how purchase orders already work.

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Business Value

  • Shows approval progress separately from ordering progress, on every request.
  • Shows how much of each line is still to order.
  • Closes single lines and keeps the rest of the request working.
  • Makes purchase requests work the same way as purchase orders.
  • Frees a request stuck on one item you cannot get.

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Use Cases

  • A buyer closes the line for an item the vendor cannot supply, and orders the rest.
  • A purchasing manager filters Pending Authorization requests and follows up with approvers.
  • A cost controller checks a returned line and sees its status go back to Pending.

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How It Works

A request now shows three fields:

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Line Item Status

Each request line has its own read-only Status column, next to the requested and ordered quantities. Approval is not part of this status. See Authorization Status below.

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Example: Request #12

Request #12 is submitted. Every line is approved. The request Status is Partially ordered.

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When a Line Status Changes

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Authorization Status

Purchase requests also show an Authorization Status, like purchase orders. It tracks approval only. A line is done when one of these is true:
  • It is approved to its last required level.
  • It is rejected.
  • Its item needs no authorization.
A closed request is always Fully Authorized.

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When the Authorization Status Changes

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Closing Lines

You now close purchase request lines one by one, like purchase orders. The Close button on the whole request is gone. No reason is asked for.
  1. Tick the lines you want to close. These are the same ticks you use to approve and reject.
  2. Click Close.
Tick nothing, and you get “At least one item should be selected.” Each ticked line is handled on its own. One line that cannot close does not stop the others. Closing rewrites the line to what was really ordered. A fully ordered line has nothing left to give up. Tick it, and you get Item {item} is already fully ordered.

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Example: Closing Request #12

Close Item B and Item C:
  • Item C now requests nothing. It is Closed.
  • Item B now requests 4. It is Partially ordered + Closed.
  • Item A cannot be closed. It is already Ordered.
The request now reads Partially ordered + Closed.

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Where Close Is Offered

  • On Pending and Partially ordered requests.
  • Not on a Draft. Edit the request instead.
  • Not on an Ordered or a Closed request. Every line is past closing.

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What a Closed Line Can No Longer Do

  • It no longer shows in the lines you can add to a purchase order.
  • It no longer counts for the Authorization Status.
A request whose only unapproved line is closed reads Fully Authorized.

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The Request Status

The request Status comes from its lines: A Draft request stays Draft, whatever its lines say. Pending approval is retired. Approval now shows only in the Authorization Status.

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Where Else You See It

  • The purchase request printout shows each line’s Status.
  • The Purchase Requests listing has an Authorization Status column and filter. Combine it with the Status filter to match both.
  • The Pending authorization level filter is unchanged. It shows which level a request is waiting on.
  • The Purchase Requests report uses the same names in its Status and Authorization Status filters.
  • The assistant’s purchase-request search and detail views return the Authorization Status, as they already do for purchase orders.
  • A closed request is still read-only, and still hidden from the purchase request API.
  • Quantities already on a purchase order stay there. You can still receive them.
  • Return to Draft works only on a Pending request.

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Existing Requests

Existing requests moved to the new values after the update:
  • Pending ordering became Pending.
  • Pending approval became Pending or Partially ordered, based on what was ordered.
  • Fully ordered became Ordered.
  • Old closed requests kept their status. Their lines were marked closed.
  • The Authorization Status was filled in from each request’s approvals and rejections.