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Creating and converting purchase requests into purchase orders

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Lumary AC - This article describes how to raise a purchase request and convert a purchase request to a purchase order within the Support at Home module to support your organisation’s procurement process. 

Required packages and permissions

Permission: Lumary - Purchase Orders Management

A Purchase Request (PR) is the first step in procuring goods or services. Raise a PR when you need to request items or services that may require internal approval before committing to a purchase. Once approved, the PR is converted into a Purchase Order to proceed with billing.

A purchase request helps ensure that the need for the item has been identified, and relevant approvals are obtained before spending.

This process covers:

  • Assistive Technology items
  • Home Modification items
  • Wraparound services (e.g. delivery, setup)

Purchase Requests are a sub-type of Purchase Orders, allowing organisations to manage requests and orders within the same procurement framework, while maintaining clear process separation.

Navigating to purchase requests

To view a client's purchase request:

  1. Navigate to the relevant client's contact record.
  2. Click the AT-HM tab.
  3. Scroll down to Purchase Orders.
  4. Click the text link for the relevant item.

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Raising a purchase request

To raise a purchase request:

  1. Navigate to the relevant client's contact record.
  2. Click the AT-HM tab.
  3. Scroll down to Purchase Orders.
  4. Click New.
  5. A record type selection screen will appear. Choose Purchase Request.
  6. Click Next.
  7. Fill in the Purchase Request details as described below.
  8. Click Save.

The following table explains each of the fields when creating a Purchase Request.  Mandatory fields are marked with an asterisk. Some fields displayed in your environment may be different, depending on how it has been set up for your business processes.

Field Description
Purchase Order Name Automatically generated unique record number.
Status The current status of the request. Defaults to ‘Draft’. 
Reference Number An internal or external reference number to help track and identify the request.
* Requested For The participant this purchase request relates to. This field is mandatory and links the request to the correct contact record.
Estimated Total The estimated total cost of the items or services being requested, excluding GST.
Business Case A written justification for the purchase request, providing context to approvers or reviewers.
Description A description of the items or services being requested.
Notes Any additional notes relevant to the request.
Approval Information
PR Approved By The person who approved the purchase request. Populated as part of the approval process.
Date Submitted for Approval The date the request was submitted for approval. Auto-populated or manually entered when submitted.
PR Approved Date The date the purchase request was formally approved.
Cancellation Information
Cancellation Reason If the request is cancelled, the reason must be recorded here.
Cancellation Date The date the request was cancelled.

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Tracking approval of a purchase request

The Approval Information section of the form allows you to add information about key dates and people involved in the approval of the purchase request.

The approval process in your environment may be different, depending on how it has been set up for your business processes.

If the purchase request requires approval before proceeding, the following workflow applies:

  1. Complete the Purchase Order Request form with all relevant details.
  2. Update the Status to ‘Submitted for Approval’ and enter the Date Submitted for Approval.
  3. Once reviewed and approved:
    • update the Status to ‘Approved’,
    • add the approver’s name in the PR Approved By field, and
    • enter the PR Approved Date.

Once approved, follow the steps below to convert the Purchase Request into a Purchase Order.

Cancellations
If a request cannot proceed, set the Status to ‘Cancelled’ and complete both the Cancellation Reason and Cancellation Date fields. These fields are required to maintain a clear audit trail.

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Converting a purchase request to a purchase order

A purchase order (PO) is the formal document sent to a supplier to order the approved goods or services. The conversion wizard pre-populates fields from the original request, which can be reviewed and updated before finalising.

To convert an approved purchase request:

  1. Navigate to the Purchase Request record that is ready to be converted.
  2. Click the Convert to PO button.
  3. Review pre-filled fields, and update as needed. The wizard carries over Reference Number, Requested For, Business Case, Description, and Notes from the original request.
  4. Complete Supplier Information by searching and selecting the Supplier account, and entering the Supplier Contact Name if known.
  5. Enter Delivery Details
  6. Click Next.
  7. Upload any applicable quotes to the PO via the attachments upload
  8. Click Next.

Lumary will convert the Purchase Request record to a Purchase Order with all entered data.

The following fields are available in the Convert to PO wizard, grouped by section. Mandatory fields are marked with an asterisk. Some fields displayed in your environment may be different, depending on how it has been set up for your business processes.

Field Description
Reference Number Carried over from the PR. Update if the reference has changed.
* Requested For The participant this purchase order relates to. Pre-filled from the PR if entered.
Description A description of the items or services. Pre-filled from the PR if entered.
Notes Any additional notes relevant to the order. Pre-filled from the PR if entered.
Supplier Information
Supplier Search and select the supplier account from existing accounts in Lumary.
Supplier Contact Name The name of the contact person at the supplier.
Delivery Details
Ship to Street The street address for delivery of the items.
Ship to City The city for delivery.
Ship to State The State for delivery.
Ship to Post Code The Post Code for delivery.

Additional delivery fields such as Delivery Date are accessible once the Purchase Order has been converted.

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