Choosing the right request type

Choosing the right request type

Spendive has five request types. Picking the right one means the correct form, approval path and accounting treatment are applied.

Quick answer

Already have the item in stock? Use an Item Request.
Need cash before you spend it? Use a Cash Request.
Need the business to pay a third party? Use a Payment Request.
Already paid with your own money? Use a Reimbursement or an Expense Report.
Need to buy something not held in stock? Use a Purchase Request.

Item Requests

For goods your organisation already holds. You add items from inventory, then choose the warehouse to source from and the delivery location. There is no free-text option, so if the item is not in inventory you need a Purchase Request instead. Reference prefix IR-.

Cash Requests

For cash advanced to you before you spend it. Enter the Amount Needed, a Reason for Request, the Date Needed and an Expense Category. A Readiness indicator shows how complete the request is across those four fields. Reference prefix CR-.

Payment Requests

For paying third parties directly by bank transfer. One request can cover several recipients, each with its own Bank, Account Number, Amount, Category and optional Project and Vendor. Choose a Request Type from Merchant Payment, Employee Reimbursement, Advance Settlement, Utility Payment, Tax Payment, Payroll Adjustment, Refund, Intercompany or Other. Reference prefix PAYR-.

Reimbursement

For money you have already spent from your own pocket. If you have receipts and several items to claim, an Expense Report under Expenses is usually the better route, because it separates reimbursable from non-reimbursable amounts.

Purchase Requests

For buying goods or services not held in stock. You choose a purchasing method first. From Approved AIP draws on a pre-approved budget allocation with predefined items, vendors and spend limits; it is budget controlled and the recommended option. Direct Purchase lets you add items from inventory or as free text for flexible, ad-hoc buying outside a fixed allocation.

You then add line items with type, item and description, category, task or project, vendor, quantity, unit, unit price, discount and tax. Reference prefix PR-.

Still unsure

Pick the type that matches the business need rather than the one that is quickest. The wrong type sends the request down the wrong approval path and usually has to be recreated. If your organisation has a policy on this, you will find it under Administration > Company Policies.

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