Purpose
The Requests module allows users to submit requests for supplies or materials required for specific projects or office use. Create requests, link them to cost centers, convert them to purchase orders, and track completion status throughout the procurement workflow.
List View
View and manage all Request records with filtering and batch actions
- Search requests by product, notes, or requestor
- Filter by Done or Pending status
- Create new requests and generate PDF reports
- Convert requests to purchase orders in bulk
Search & Filter Options
Filter and search through request records:
Search by Product/Service, Notes, or Requestor name.
Shows requests that have been marked as completed.
Shows requests that have not yet been marked as done.
Allows searching by various Request characteristics including date range, cost center, and more.
| Column | Description |
|---|---|
| Description | Contains basic Request information (quantity, size, unit, item/product description, requestor name, requested timestamp, and date needed) |
| Done | Indicates if the request has been completed |
Available actions from the list view:
Creates a new Request record.
Generates a report of all Requests in the current filtered list.
Accesses the "Generate Reorders" function to automatically create requests based on inventory reorder points.
Select multiple requests and apply bulk operations:
Removes selected Requests. This action is irreversible.
Marks selected Requests as completed.
Creates a new Purchase Order with selected Requests as line items.
Adds selected Requests to an existing Purchase Order.
Sets the "Date Needed" field for selected Requests.
Toggles the "Drop Ship" option for selected Requests.
Selected Record View
View and edit individual request details
Request Details
Core fields for request records:
Item being requested. Can be manually entered or selected from Products/Services list.
Amount of items requested.
Unit of measurement for the requested item (e.g., Each, Box, Case).
Specific size of the requested item.
Additional information about the request.
Username of the person who created the Request.
Date and time the Request was created.
Date by which the item is needed.
Linked Vendor Quote record for pricing reference.
Linked cost center where the expense will be charged.
Toggle for special shipping instructions to deliver directly to job site.
| Option | Description |
|---|---|
| ↑/↓ Buttons | Navigate to previous or next record |
| Product/Services Edit Button | Select a specific Product from the Products/Services list |
| Vendor Quote Edit Button | Select a specific Vendor Quote record |
| Cost Center Edit Button | Select a specific Job, Contract, Facility, or Division record |
Frequently Asked Questions
Creating & Managing Requests
- Navigate to the Requests module
- Click the + button to create a new request
- Enter the Product/Service name or select from the catalog
- Specify Quantity, Unit, and Size as needed
- Set the Date Needed for the request
- Link to a Job, Contract, Facility, or Division if applicable
- Add any Notes with special instructions
Yes, each request can be linked to a cost center:
- Open the request record
- Click the edit button next to the Job/Contract/Facility/Division field
- Select the appropriate cost center from the list
- The request will now be associated with that cost center for tracking and reporting
There are two ways to mark requests as done:
- Individual: Click on the request and toggle the Done status
- Batch: Select multiple requests using checkboxes, then click the Done batch action
Purchase Order Integration
- Select one or more requests using the checkboxes
- Click the New PO batch action to create a new purchase order, OR
- Click the Add to PO batch action to add items to an existing purchase order
- The selected requests will be converted to line items on the purchase order
- Complete the PO with vendor selection and submit for approval
- Click the Advanced Filter option
- Select the Job or Contract field
- Choose the specific project from the dropdown
- Apply the filter to view only requests for that project
The Generate Reorders function automatically creates requests based on inventory levels:
- Click the gear icon in the list view
- The system analyzes products with defined reorder points
- Requests are automatically generated for items below their reorder threshold
- Use this function during regular inventory reviews or when preparing for upcoming projects
Configuration & Administration
The following is a complete reference of all permissions that control access and actions within the Requests module. Administrators manage these in Settings > Users / Access > select user > Access tab.
Module Access
| Permission | ID | Description |
|---|---|---|
| Module Access (Requests) | (ID #291) | User can access the Requests module in the Procurement workflow. |
Security Permissions
| Permission | ID | Description |
|---|---|---|
| Delete Requests | (ID #248) | User can delete a Request. |
| New Requests | (ID #292) | User can add a new request. |
| Mark a Request as Done | (ID #293) | User can mark a Request as Done manually. |
| View Assigned Only (Requests) | (ID #966) | User can view only requests where they were the Requester. |
| Generate Reorder Requests | (ID #1261) | Allows user to generate reorder requests based on current on hand quantities in inventory. TRUE will create a reorder when the minimum on hand quantity has been reached. |
Note: Permissions are managed per user in Settings > Users / Access > select user > Access tab. Search for "Requests" to quickly locate all related permissions.
TRUE can send alert notifications for key request events. These alert permissions must be enabled per user by an administrator:
| Alert Permission | ID | Description |
|---|---|---|
| Alert when Requisitions are Created | (ID #583) | Receive an alert notification when a new request is created. This is typically used by a Purchase Manager. |
| Alert when Requisitions are Fulfilled | (ID #584) | Receive an alert notification when a request is marked as Done (Fulfilled). |
To enable alerts, navigate to Settings > Users / Access > select user > Access tab and search for "Alert" under the Requests section.