Create Purchase Requests

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 Juan?

• A Purchase Request follows a simple flow: Purchase Request → Purchase Order → Bill.

• Note: Purchase Requests do not affect your ledger.

• A request in Juan 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: PHP 500 expected, PHP 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.