# Purchasing and Receiving

> Submit a purchase request (Requisition) for Department spend approval. Requisition types vary, with some offering price comparison and ordering from multiple

Source: https://www.purchaseplus.com/docs/for-purchasers/quick-start-guide-to-purchasing-and-receiving

Markdown: https://www.purchaseplus.com/docs/for-purchasers/quick-start-guide-to-purchasing-and-receiving.md

# Purchasing and Receiving
Jump to:

-   [Raise a Requisition](#req)
-   [Approve a Requisition](#approve)
-   [Send the Purchase Orders](#send)
-   [Receive Goods](#receive)

### **[Raise a Requisition](/docs/for-purchasers/introduction-to-requisitions)**

Submit a purchase request (Requisition) for Department spend approval. Requisition types vary, with some offering price comparison and ordering from multiple suppliers at once. Raise a new Requisition under \[**Requisitions**\] → \[**New Requisition**\] in the left side menu.

![New Requisition page](/images/docs/for-purchasers/quick-start-guide-to-purchasing-and-receiving-1.avif)

Once approved, PurchasePlus generates a Purchase Order for each supplier included in the Requisition.

### Requisition Types

For F&B, Kitchen, Front Office, Housekeeping and other Departments that are primarily ordering physical goods proactively, it is best practice to use the 'Buy List' type for the fastest method of purchasing.

Other Departments that are raising ad-hoc orders, you might use the 'Single Supplier' type and for those creating retroactive Purchase Orders from an Invoice, you can use the 'Re-Order' type.

  

 

|  | **Multiple** **Suppliers** | **Price** **Comparison** | **Pre-defined list** **of products** |
| --- | --- | --- | --- |
| [Buy List Requisition](/docs/for-purchasers/create-a-requisition-from-a-buy-list) | ✅ | ✅ | ✅ |
| [All Supplier Requisition](/docs/for-purchasers/create-a-requisition-from-all-suppliers) | ✅ | ✅ | ❌ |
| [Single Supplier](/docs/for-purchasers/create-a-requisition-from-a-single-supplier) | ❌ | ❌ | ❌ |
| [Re-Order Requisition](/docs/for-purchasers/create-a-requisition-from-re-order) | ✅ | ❌ | ✅ |

  

#### **Remember**

-   Input a **R****eference** to easily identify the Requisition later. e.g. general description, event name etc...
-   Select the correct **D****epartment** and **A****ccount Code** for your order.
-   Add **internal Comments** for colleagues, or **external Comments** to the suppliers.
-   Decide whether PurchasePlus should **send a copy of the Purchase Order** to the Supplier.
-   Ad-hoc items can be added to any requisition type, but if its something you regularly purchase, you or your organisation’s PurchasePlus Champion can get it added to one of your Catalogs.
-   No time to finish creating a Requisition? It’ll be left in a [draft](/docs/for-purchasers/view-draft-requisitions) state until submitted for approval.  
    
-   Retrospective Purchase Order can be created for an Invoice already received, use a Re-Order Requisition against the Invoice number. Make sure to **unselect** (you do not want the PO to be sent to the Supplier) \[**Send Copy of PO to the Supplier**\]  
    

### **[Approve a Requisition](/docs/for-purchasers/approve-a-requisition)**

Before any Purchase Orders are generated, Requisitions need to be [approved](/docs/for-purchasers/approve-a-requisition) by the designated Approver(s.) If you're an Approver, you’ll see a red number in the \[****R**equisitions**\] \[**[Awaiting My Approval](https://app.purchaseplus.com/requisitions/awaiting-my-approval)**\] section.

You can **Approve** requisitions in **bulk** or **individually**. You can also **Decline** a Requisition.

![Requisitions Awaiting My Approval page](/images/docs/for-purchasers/quick-start-guide-to-purchasing-and-receiving-2.avif)

#### **Remember**

Approvers can **review** and **amend** details of the Requisition before its approved, including:

-   Products, prices and quantities
    
-   Departments and Account Codes on the product lines and entire requisition.
    
-   Order Instructions to the Suppliers  
    

### **[Send Purchase Orders](/docs/for-purchasers/send-a-purchase-order)**

If your Organisation **doesn't have** Auto-send Purchase Orders enabled, you’ll need to manually **Send** your Purchase Orders to the Supplier. Purchase Orders can be viewed in \[**Purchase Orders**\] → \[**[View All](https://app.purchaseplus.com/purchase-orders)**\].

Click the the grey arrow \[**Send**\] button in the Send column to send it to the supplier.

![Send Purchase Order grey arrow](/images/docs/for-purchasers/quick-start-guide-to-purchasing-and-receiving-3.avif)

A green arrow means the Purchase Order has already been marked as sent. The number here represents how many Emails or other Send Events have been delivered to the Supplier.

![Purchase Order marked Sent with green arrow](/images/docs/for-purchasers/quick-start-guide-to-purchasing-and-receiving-4.avif)

#### **Remember**

-   Purchase Order still needs to be marked as **Sent**, even if ‘Send a Copy of the PO to the supplier’ was deselected when creating the Requisition. Marking as Sent in PurchasePlus indicates the order was placed and can be Received and Invoiced against.  
    

### **[Receive Goods](/docs/for-purchasers/receive-goods-from-a-purchase-order)**

Confirm the receipt of goods and services **against** **Purchase Orders** using the grey **\[Truck\]** button.

![Receive Goods truck button on Purchase Orders](/images/docs/for-purchasers/quick-start-guide-to-purchasing-and-receiving-5.avif)

#### **Remember**

-   Accurately tracking the **Quantity** of Goods Received ensures you only pay for what's been received.