Purchase Requests

Enable the Purchase Requests module and set up the preferences for purchase requests.

Preferences

To set up the preferences for purchase requests:

• Click Admin View on the left sidebar.
• Go to Settings on the left sidebar.
  (OR)
  Click Settings in the top right corner of the page.
• Select Modules under Customization.
• Click Purchase Requests from the list of modules.
• Choose the preference for the module:

Auto-generate Purchase Request Number

You can provide your own prefix or the auto-generated prefix, and specify a Start With number or use the auto-generated number.

Custom Status

If purchase requests in your organization include intermediate statuses for the default status Approved, you can add them by creating custom statuses.

Click + New to add more custom status and click - to delete a custom status.

General Preferences

• You can allow submitters to cancel the approved and on-hold purchase requests by checking the Allow submitters to cancel approved and on-hold purchase requests box.
• You can restrict the association of multiple vendors in a purchase request by checking the Restrict the association of multiple vendors in a purchase request box.
• You can restrict the use of multiple currencies in a purchase request by checking the Restrict the use of multiple currencies in a purchase request box.
• You can restrict the selection of multiple tag values for a tag by checking the Restrict selection of multiple tag values for a tag in a purchase request box.
• You can restrict the association of a purchase request with expenses when their categories are different by checking the Restrict association of purchase request with expenses when their categories are different box.
• You can include the approval history in purchase request PDFs by checking the Include Approval History in purchase request PDFs box.

Approval Preferences

You can choose to allow approvers to approve their own purchase requests by checking the Allow approvers to approve their own purchase requests box.

Send Email & In-App Notifications

You can choose when to send email and in-app notifications.

Chatlet Preferences

Chatlet enables you to initiate discussions with other users in Zoho Expense. This feature is powered by Zoho Cliq, an application that makes collaboration and communication easy for teams.

Choose the users for whom you want to enable Chatlet.

• Click Save.

Fields

While creating a purchase request in Zoho Expense, you may be prompted to enter data in several fields. These fields might not be required or sufficient for your organization. In order to make your expense reporting experience more efficient, Zoho Expense provides you with the ability to customise existing fields or add more fields based on your organization’s needs.

You can add more fields by creating custom fields to receive additional information and choose the input fields your users would view.

Approvals

You can set up either hierarchical approval or custom approval based on the approval process for the purchase requests in your organization.

Links and Buttons

In Zoho Expense, there are default buttons that are used to execute pre-defined functions. If you want to create a new button apart from the default buttons provided in Zoho Expense, you can create a new custom button and define a set of custom actions that can be executed when you click the custom button.

Custom links are external links that you can configure in Zoho Expense, which when clicked, will take you to external websites or resources in a new tab. You can also add placeholders in these links to redirect users to a specific record or page.

Page Layouts

Customize the purchase request form by creating page layouts to determine the fields shown when users create new purchase requests.

Validation Rules

Validation Rules in Zoho Expense help you create new rules that set restrictions for the data being recorded.

If the value entered in the field violates the condition you’ve set, an alert message is displayed, and the record is not created. The user will also be able to set multiple validation criteria for a single validation rule.