Access purchase requests
To access purchase requests:
- Go to Spending in the sidebar.
- Click the Procurement tab.
- You will see a list of all purchase requests. Click on a row to access its details.
In the request details, you will find:
- Answers to the purchase request form
- Attachments (if additional information was provided)
- Comments section
Resolve a task
During the review process, you may be asked to complete tasks. You can do this by:
- Receiving a notification in your inbox specifying what is required
- Opening the request details and completing the task directly
Types of tasks you may be assigned:
- Document-related tasks – upload, review, or update a document provided by your company
- Updating submitted information – modify information you previously submitted
-
Approval tasks – review the request and decide to:
- Approve
- Reject
- Request changes from the requester
Aftermath of purchase request approval – From Purchase Request to Purchase order
Once the workflow has been executed and finalized, Factorial will create a DRAFT purchase order for you to review and create.
What’s a purchase order?
A purchase order serves to formalize and control the purchase of goods or services between a company and a supplier, typically becoming legally binding once accepted.
Main Function
Specifies what is being purchased, quantity, price, and payment/delivery terms.
How it benefits the company
- Organizes and controls expenses via unique Purchase order numbers
- Reduces errors and disputes by documenting quantities, prices, and deadlines
- Simplifies invoice validation against the Purchase order (3-way match)
Review purchase order details
Before creating the Purchase Order, review the following information:
-
General information
- Purchase order number
- Order summary
-
Supplier
- Update if necessary
-
Cost assignation
- Amount to be paid (may differ from requested/approved)
- Assign legal entity if multiple exist
-
Payment method
- Single-use card (if using Factorial cards)
- Bank transfer
- Manual payment
- Decide later
Once these steps are reviewed, you can create the purchase order.
The Purchase order can then be sent to the supplier and used in your accounting system.