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Purchase Requests

Viewing purchase requests

  1. Select ‘Purchase Requests’ from the ‘Activities/Groups’ module;
  2. From here, you will be able to view:
    1. New;
    2. Approved;
    3. Printed;
    4. Processed;
    5. Unsubmitted (applications currently in progress on the Student Dashboard);
    6. Declined;
    7. Archived requests.
  3. Click ‘New’ to view all newly submitted purchase request applications;
  4. You will be able to view all relevant information regarding the request, and be able to:
    1. ‘Modify’ the primary details of the request, such as the supplier details, whether or not the application contains a transport item, and add notes if required;
    2. Click ‘View’ to review all information submitted in the request, including the items within the applications, the financial coding and total value of the request. Any documents that were included with the request will also show for download;
    3. Click ‘Items’ to modify the details of an item if required before approval, or remove an item from a request if needed.

How do I approve or decline a request?

  1. Click ‘View’ for the relevant purchase request;
  2. At the bottom of the page, you will have the options to:
    1. Submit ‘Feedback’ if you require further information on the application – this will reopen the application for modification and resubmission on the Student Dashboard;
    2. ‘Approve’ the request;
    3. ‘Decline’ the request.

How can a member submit an application to make a direct payment to another student or supplier?

Members can submit an application to make a direct payment to a supplier or another student. This is a slightly shorter version of a standard Purchase Request; the application is found within the ‘Reimbursements’ area of the Student Dashboard, as well as the SUMS platform for staff review and approval.

More information on how members can submit this type of application can be found within the ‘Full Member Guide’.

Guidance on how you can review and approve these types of applications on SUMS can be found within the ‘Review and Approval’ guide, found under the ‘Expenses’ section within ‘Finance’.

Updated on 30th November 2021