Creating a purchase request
Audience: Requesters and procurement teams
Use a purchase request to buy goods or services your organisation does not hold in stock.
Choose a purchasing method first
Before anything else, the form asks how you want to source the request. This choice changes what you can add and how the request is controlled.
From Approved AIP — draws on a pre-approved budget allocation with predefined items, vendors and spend limits. This is budget controlled and is the recommended option.
Direct Purchase — add items from inventory or as free text, for flexible ad-hoc purchasing outside a fixed allocation.
Request details
Request title
Description (optional)
Required by — the date you need it
Priority — Low, Medium, High or Urgent
Adding line items
Use Select from Inventory to pull existing products, or Add line to enter something new. Each line has:
Type
Item and description
Category
Task / Project
Vendor
Quantity
Unit
Unit price
Discount
Tax
Amount
Beneath the lines, Spendive totals a Subtotal, then applies Discount and Tax to reach a Grand Total. The Grand Total is also pinned to the bottom of the screen as you work.
Submitting
Select Save Purchase Request when the lines and totals are correct.
Tracking your request
The Purchase Request page counts Total Purchase Requests, Pending Requests, Approved Requests and Declined Requests, and lists requester, item name, amount, status and creation date. Reference prefix PR-.
Note: Tag a Task / Project on each line where relevant. Spend that is not tagged will not appear in project reporting.
Before you start
Use an Item Request instead if the item is already held in stock. Use From Approved AIP when a pre-approved allocation exists; use Direct Purchase for an ad-hoc requirement. Have the required date, priority, category, quantity, unit price, tax, vendor, and project information ready.
Complete the live form
Choose the purchasing method. Enter the request title, optional description, required-by date, and priority. Select items from inventory or add free-text lines. Complete type, item and description, category, task or project, vendor, quantity, unit, unit price, discount, and tax for each line. Check the subtotal, discount, tax, and grand total. Select Save Purchase Request and track approval from Overview or Action Required.
Need help? If the page, field, or approval action is missing, confirm the active organisation and ask an administrator to check your role and permissions. Quote the record reference when contacting support.
Screen guide
Requester purchase-request form showing purchasing method, request details, priorities, and line items.
Related Articles
Working with RFQs, quotes, and purchase orders
Audience: Procurement officers, managers, and approvers Running a request for quotation A request for quotation (RFQ) invites vendors to price a requirement so you can compare offers before committing. Creating an RFQ Go to Procurement → Request For ...Creating a project in Spendive
Projects group spending around an initiative so you can see what a piece of work is costing. Once a project exists, you can tag requests and expenses to it. Finding projects Projects sits in the left sidebar. The Overview tab counts Total Projects, ...How to create an item request
Audience: Requesters and inventory teams Use an item request to draw goods your organisation already holds in stock. Nothing is bought — stock moves from a warehouse to you. When to use it Item requests only cover things already in inventory. There ...How to create a request for quotation
Audience: Procurement officers A request for quotation (RFQ) invites vendors to price a requirement so you can compare offers before committing. Creating an RFQ Go to Procurement → Request For Quotation. Select Create RFQ. Set out the requirement and ...Creating a project budget
Audience: Budget administrators, finance teams and project owners Use a project budget when money is approved for a defined project with an owner, dates and planned work. Use a department budget for recurring departmental operating spend. BEFORE YOU ...