Audience: Requesters and approvers
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. Reference prefix PAYR-.
Choose a Request Type from:
Merchant Payment
Employee Reimbursement
Advance Settlement
Utility Payment
Tax Payment
Payroll Adjustment
Refund
Intercompany
Other
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. Budget controlled, and the recommended option.
Direct Purchase — 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.
Need help? If the page, field, or action is missing, confirm the active organisation and ask an administrator to check your role and permissions. Quote the record reference when contacting support.