Create a Purchase Request from the WorkItems of a Construction Contract

You can create a Purchase Request for the contract’s materials directly from the Work Items tab, so the purchase request form opens with the materials, their quantities, and units, linked to the contract’s project. Use it to start the full purchase cycle, which goes through approval and then a quotation request.

Steps

1. Open the contract from Contracts, then the Work Items tab.
2. Select the materials or work items, then click Purchase Options and choose Purchase Request.
3. The purchase request form opens with the Purchase Request Items filled in.
4. Enter the Title, review the dates and quantities, then click Save.
5. The request is saved with the under review status, and it needs approval before it can be converted to a Quotation Request.

Form fields

Field	Required	Default	Accepted values	What it does
Code	Yes	The next number in the automatic numbering	Number	The purchase request number
Title	Yes	Empty	Text	The request name; it isn’t filled from the contract
Request Date	No	Today	Date	The date the request was created
Required By	No	Empty	A date on or after the request date	When you need the materials
Branch	Depends on your account	The current branch	Your branches	Appears when branches are enabled
Purchase Request Items (Item, Quantity, unit)	Yes, at least one line	The selected contract materials	An active product; a quantity greater than zero; the product isn’t repeated	The required materials
Project (hidden)	No	The contract’s project	—	Links the request to the contract’s project
Notes	No	Empty	Text	Internal notes
Attachment	No	—	A file up to 5 MB	A supporting document

After saving

• The request’s status is under review, and the approve and reject buttons appear.
• After approval, the option to convert it to a quotation request appears, and every later document stays linked to the project.
• No journal entry or stock transaction is created for the purchase request.
• Canceling takes you back to Purchase Requests.

What transfers from the contract

• Only materials transfer, with their planned quantities, units, and conversion factors; services are excluded, and the document is linked to the contract’s project. The full rules are in the guide to the Purchase Options button in the Work Items tab of a construction contract.

Before you begin

• The Construction app is enabled.
• The contract is Active and linked to the Cost Sheet that contains the required materials (products of the product type).
• The supplier is already added if the document needs a supplier.
• You have the document’s permission and the permission to view the contract, and the document’s app is enabled.

Special cases

• Selecting materials from two items that use the same material with the same unit produces one line with the total of both quantities.
• Selecting the same material with two different units produces two lines; in a purchase request and a quotation request, delete one of them because the product can’t be repeated.
• The suggested quantity is rounded to the number of decimal places allowed in your account.
• The system doesn’t keep track of what was purchased earlier from the contract; the full planned quantity is suggested every time.
• The saved selection is valid for 15 minutes, for you only.

Why doesn’t the button or document appear?

Problem	Cause	Solution
The Work Items tab doesn’t appear	The contract hasn’t been activated yet	Activate the contract
The Purchase Options button doesn’t appear	The contract isn’t Active, has no Cost Sheet, or you don’t have permission for any document	Open an active contract linked to a cost sheet, and ask for the permission
The document isn’t in the list	You don’t have its permission, or its app isn’t enabled (the purchase cycle / Inventory)	Ask for the permission from Roles, or enable the app
You are not allowed to access this page appears	You don’t have permission to view the contract	Ask for View All Construction Contracts, or use a contract you created
Some materials are missing	They’re services, or they weren’t selected	Select the materials

Error messages and solutions

Message	Cause	Solution
A required field message (such as the title)	A required field is empty.	Enter the value.
A duplicate value message (on the item)	The same product is in two lines, usually because the material was split by unit.	Delete one of the lines, or combine them into one unit.
A message that the date must be after or equal to the request date	Required By is before Request Date.	Choose an equal or later date.
A message that the selected value is invalid	A zero quantity or an unaccepted value.	Enter a quantity greater than zero.
A message that the file size must not exceed the limit	The attachment is larger than 5 MB.	Upload a smaller file.

FAQs

Is the title filled in automatically?

No; enter it manually because it’s required.

Why did a duplicate value error appear?

Because the material was split into two lines with two units; a purchase request doesn’t accept the same product twice.

Is the request linked to the project?

Yes, in a hidden field that takes the contract’s project.

Can I add materials other than the contract’s materials?

Yes; add lines manually before saving.

What attachment size is allowed?

Up to 5 MB.

Can I start with a document directly without going through the previous stages?

Yes; every document in Purchase Options can be created directly from the contract, then you continue the cycle by converting from it.

Are services transferred?

No; services are excluded automatically, and if the selection contains services only, a message appears that purchase transactions can’t be created for services.

Does the contract or the cost sheet change after the document is created?

No; the contract’s status, items, and quantities don’t change.

Where does the quantity come from?

The material’s planned quantity in the cost sheet linked to the contract, and you can edit it before saving.