Creating Purchase Requisitions

A purchase requisition is a formal request to buy supplies, equipment, or services. In AcaTrove, requisitions capture what you need, how much it costs, which budget covers it, and why the purchase is necessary. Once submitted, requisitions enter an approval workflow before being sent to vendors.

Creating a New Requisition

1. Navigate to /purchasing and click + New Requisition, or go directly to /purchasing/requisitions/new.
2. Fill in the requisition header:
   • Title -- A brief description of the purchase (e.g., "Q2 Lab Reagents" or "New Centrifuge").
   • Budget Account -- Select the budget account that will fund this purchase. Only accounts you have access to are listed.
   • Project/Grant -- Optionally link the requisition to a specific project or grant for expense tracking.
   • Priority -- Standard, Urgent, or Critical. Urgent and critical requisitions are flagged in the approval queue.
   • Justification -- Explain why the purchase is needed. This is visible to approvers.

New requisition form with header fields and line items

Adding Line Items

Each requisition contains one or more line items. For each item:

• Description -- What you are ordering.
• Vendor -- Select from the approved vendor list or enter a new vendor.
• Catalog/Part Number -- Optional vendor reference number.
• Quantity -- How many units you need.
• Unit Price -- The cost per unit. AcaTrove calculates the line total automatically.
• Category -- Classify the item (Reagents, Equipment, Software, Services, etc.).

Click Add Line Item to add additional rows. The requisition total updates in real time as you add items.

Saving and Submitting

You have two options when your requisition is ready:

• Save as Draft -- Saves the requisition without submitting it for approval. You can return to edit it later from the requisitions list.
• Submit for Approval -- Sends the requisition into the approval workflow. Once submitted, you cannot edit the requisition unless an approver returns it for revision.

Tracking Requisition Status

Each requisition moves through a series of statuses:

• Draft -- Not yet submitted. Editable by the creator.
• Pending Approval -- Waiting for one or more approvers to act.
• Approved -- All required approvals received. Ready to order.
• Rejected -- An approver declined the requisition. The rejection reason is included.
• Revision Requested -- Sent back to the creator for changes.
• Ordered -- The purchase has been placed with the vendor.
• Received -- Items have arrived and the requisition is closed.

Requisition list showing status indicators

View all your requisitions and their statuses at /purchasing. Use the status filter to narrow the list.

Duplicating a Requisition

For recurring purchases, open a previous requisition and click Duplicate. This creates a new draft with the same line items, vendor, and budget account. Adjust quantities or prices as needed and submit.

Tips

• Attach quotes or supporting documents to the requisition using the Attachments section at the bottom of the form.
• If you are unsure which budget account to use, check with your lab manager or PI before submitting.
• Group related items into a single requisition to simplify the approval process.