Creating a Purchase Request (PR) in SprintSuite is quick and flexible ā you can either enter details manually or use the AI Quote Scan to automatically populate your line items.
1. Create a Purchase Request
Navigate to your Job or go to Purchases
Click āCreate Purchase Requestā
2. Complete the PR Details
Fill out the required fields:
Billable Company
Supplier
Upload any required documents (if mandatory)
Click Submit to proceed.
3. Add Additional Details
General Details
If created within a job ā Department auto-populates
If created outside a job ā Select a department manually
Add a Description
Job Linking
Created in job ā auto-linked
Created outside job ā optional to link
Cost Code & Invoicing
Select Cost Code
Choose if you want to Invoice Back to Client
Enter:
Quote Number
Reference
Requester & Delivery
Select Requester
Add:
Delivery Date
Ship-to Address
Delivery Instructions
4. Add Purchase Request Items
You have three ways to add line items:
Option 1: Manual Entry
Select items from the dropdown (if pre-configured under Supplier Companies)
Or manually enter:
Description
Quantity
Unit Price
Tax Type
Unit Type
š Option 2: AI Quote Scan (NEW)
Upload a supplier quote and let SprintSuite do the work:
Upload your supplier quote
The system will:
Scan the document
Automatically extract and create all line items
Populate descriptions, quantities, and pricing
No more manual entry ā the feature weāve all been waiting for.
Option 3: Bulk Upload via Template
Download the āUpload Line Items Templateā
Populate multiple items in Excel/CSV
Upload the file to bulk create line items
5. Review & Save
Ensure the total matches the quote value
Click āSave Allā
6. Submit for Approval
Click āSend for Approvalā
Option to send acknowledgment to supplier
7. Approval Process
Approvers can click āMark as Approvedā
Once approved:
PR automatically converts into a Purchase Order (PO)
PO PDF is automatically sent to the supplier
8. Manage Your Purchase Order
After approval, go to Actions to:
Export PO to PDF
Send PO to supplier
Clone PO
Mark as receipted
Cancel PO
Mark as closed
9. Editing & Variations
Click the pencil icon to:
Edit quantities
Update pricing
Void or receipt items
Use āVariationā to:
Add changes
Apply credit notes
10. Reopening a Cancelled PO
To reopen:
Click Actions ā Mark as Closed
Then select Re-open this PO
Summary
SprintSuite now gives you full flexibility when creating Purchase Requests:
Manual entry for control
Bulk upload for efficiency
AI Quote Scan for speed and automation