Purchase Requisitions

Purchase Requisitions document planned spending before you create a purchase order or bill. Teams submit a request with an amount, route it for approval, and convert approved requisitions into the right downstream document.

Availability: the Purchase Requisitions module is currently hidden. It no longer appears in the Accounts Payable sidebar, and the Regent assistant does not offer it. Existing purchase requisitions stay in your data. The steps below describe how the module works when it is switched on.

Key capabilities

• Create requisitions with an optional description and a line (description and amount); a requisition needs at least one line before it can be submitted
• Status lifecycle: Draft → Submitted → Approved → Converted (or Rejected)
• Submit drafts and Approve submitted requisitions from the list
• Convert an approved requisition with To Bill or To PO; DayZero asks you to confirm, then offers an Open bill or Open purchase order link. A requisition converts once and cannot be converted again
• Filter the list by status (All, Draft, Submitted, Approved, Rejected, Converted) and search by number or description
• Submitting also starts your approval workflow when one is set up for the business

How it works

A requisition captures intent and amount before procurement documents exist. After approval, conversion creates a draft bill or draft purchase order and links it back to the requisition, which becomes Converted.

flowchart LR
  draft["Draft"] --> submitted["Submitted"]
  submitted --> approved["Approved"]
  submitted --> rejected["Rejected"]
  approved --> bill["To Bill"]
  approved --> po["To PO"]
  bill --> converted["Converted"]
  po --> converted

How to use it

1. Open Purchase Requisitions in the Accounts Payable workspace.
2. Click New Requisition, enter an optional description, a line description, and an amount, then click Save Draft.
3. Click Submit on the row when the request is ready for approval.
4. Approvers click Approve on submitted rows.
5. On an approved requisition, click To Bill or To PO, then confirm.
6. Use the toast's Open bill or Open purchase order link to review the new draft. The requisition moves to Converted.

Pro tips

• Use requisitions for spend you want approved before commitment, especially outside standing vendor contracts.
• A purchase order needs a vendor. Pick one on the New Requisition form, or with Add vendor in a draft's row menu. If an approved requisition still has none, To PO asks you to pick the vendor as part of the conversion.
• Reject a submitted requisition from its row menu; the requester sees your reason. Developers can do the same over the API; see the Accounts Payable Workflows API guide.
• Convert to PO for inventory and goods; convert to Bill when you only need a placeholder bill for the expected amount.
• Converted documents are drafts: you still approve and receive them like any other bill or PO.
• Rejected requisitions stay in the list for audit; create a new draft if you need to resubmit.

In-depth guide

When to use requisitions vs. bills or POs

Status reference

• Draft — editable, not yet submitted
• Submitted — awaiting an approver
• Approved — ready to convert
• Rejected — not approved; start a new draft if needed
• Converted — linked to the bill or purchase order it created

What conversion creates

• To Bill makes a one-time draft bill in Accounts Payable with the requisition total as its expected amount, and the vendor if one was set.
• To PO makes a draft purchase order (numbered with the requisition number followed by -PO) with one quantity-1 line per requisition line, for the requisition's vendor.
• See AP Approval Workflow for how the resulting bill is approved.