Tracking purchase requests

The PR History is the hub where you see all of your organization's spot purchases. By default it's filtered to your view (the purchase requests where you're the buyer), but you can widen the filter to see the rest of the organization's purchases. From here you open the detail of each one to track it and act on it.

Search and filter

• Search by code, items or requester.

• Filters by status, requester and delivery address.

• The pending awards filter shows only those that already have a complete comparison.

• The list loads with infinite scroll and the filters stay in the URL, so you can share the link with a colleague.

Quick actions from the list

Each row has shortcuts:

• View: open the full detail of the purchase request.

• Quotations: see a quick overview of the responses received, without opening the detail.

• Emails: see the emails exchanged in that purchase process.

• Duplicate: create a new purchase request with the same items, handy for recurring purchases.

• Cancel: void the purchase request (it asks for confirmation; if the items came from the ERP, you can reopen them in triage).

In addition, each row shows visual attention indicators: deadline passed with no responses, incomplete responses, or pending award.

The purchase request detail

When you open a purchase request you find all of its data organized into seven tabs. Above the tabs there are also actions depending on the status: View comparison, Extend deadline (edit the offer deadline; suppliers are notified) and Send circular (a message to all suppliers that are quoting, for clarifications or scope changes).

• General: basic data (code, external ID, status, requester, creation and update dates), delivery information (address, desired lead time, offer deadline), organization and department, and metrics (quotations received vs. required and total estimated value). Depending on your role you can change the requester and edit the lead time and the deadline.

• Items: the list of items with quantity, unit of measure, target price and category. Each row expands to show the manufacturer code, the internal code and the technical specifications. It's read-only.

• Quotations: shows the status of each invited supplier (sent, received, complete, expired, in process) with sent and received dates, delivery time, total price and payment terms. From this tab you can:

  • Review imported quotations pending confirmation.

  • Resend the request to a supplier.

  • Delete a pending quotation.

  • Add a supplier to an active process.

  • Manually import a quotation that the supplier sent you through another channel (phone, meeting, external email). This option is meant for exceptions: usually responses arrive and are processed on their own.

  • Award to a supplier.

• Emails: the thread of emails exchanged for this purchase request. To reply, it takes you to the Inbox.

• Attachments: the documents for the purchase request, separated into general and per supplier, with type, size, date and who uploaded them. You can download each file.

• Timeline: the chronological record of everything that happened (creation, sends, responses received with their price details and awards).

When the comparison is ready, you'll see the purchase request in Pending Awards ready to award.

Purchase request statuses

Each purchase request goes through several statuses along the process. Here's what each one means:

Status	Meaning
Created	Just created, not processed yet.
Pending approval	Waiting for an approver to authorize it.
Pending split	Being split into several requests by category or supplier.
Processing	The system is processing it (categories and supplier selection).
Select suppliers	You still need to choose which suppliers to request quotes from.
Open	Approved and open: requesting and receiving quotations.
Partially awarded	Some items have been awarded; the rest is still open.
PO generated	Draft purchase orders were generated, pending issuance.
Closed	Process finished (awarded or closed).
Cancelled	Voided; it does not continue.

Logbook

The Logbook tab is the team's internal record of the process: leave a note after an in-person meeting, a phone call with a supplier or a verbal agreement, with file attachments if needed. That way the whole team has the context in one place.

• Notes are internal only: suppliers never see them.

• You can edit your own notes (they get flagged as "edited") and delete them; the organization admin can also delete other people's notes.