Purchase Requisitions - Non-Project (Indirect) Purchase

Source file: 2026-06-08-user-manual-pr-indirect-purchase.html

User Manual

Field	Value
Document Type	User Manual
Portal	GRINEA – Internal Operations Portal
Module	Purchase Requisitions – Non-Project (Indirect) Purchase
Version Number	1.0
Document Date	May 28, 2026
Prepared by	Christian Canlubo

Version History

Version Number	Version Details	Author	Date Published
1.0	Initial Version	Christian Canlubo	May 28, 2026

1.0 Introduction

This section provides an overview of the purpose, scope, and intended audience of this document. Platform users are encouraged to review this document in full before proceeding to other module manuals to ensure they understand how this document applies to their roles and responsibilities within the organization and within the platform.

1.1 Purpose of the Document

This document serves as the official user manual for the Non-Project Purchase Requisitions module of the GRINEA Internal Operations Portal. It provides clear, step-by-step guidance on how authorized personnel can create, configure, submit, approve, and track Non-Project (Indirect) Purchase Requisitions (PRs) for both CAPEX and OPEX spend categories.

The Non-Project Purchase Requisitions module covers all procurement requests that are not linked to a project — operational purchases, administrative spend, capital investments, and services acquired outside of a project context. Every Non-Project PR captures what is being purchased, the organizational unit and spend category, the cost centre and warehouse, the delivery schedule, and the approval chain that must be completed before sourcing can begin. The approval flow is determined at the point of creation by the CAPEX or OPEX selection and is fixed by the platform.

This manual aims to ensure that all users responsible for creating, approving, or accepting a Non-Project Purchase Requisition can independently perform their role, understand the CAPEX and OPEX approval workflows, and use the search and filter tools to manage the PR list efficiently.

This document is intended to complement, not replace, any organization-specific procurement policies, financial governance frameworks, or system administration guidelines. Users who encounter platform issues not covered in this manual should contact their designated system and network administrator.

1.2 Scope of the Document

This document covers all aspects of the Non-Project (Indirect) Purchase Requisition workflow on the GRINEA Internal Operations Portal. The scope is limited to CAPEX and OPEX PR functionality and does not extend to Project Purchase PRs or other operational modules. Specifically, this document covers:

• Navigating to the Purchase Requisitions module from the Internal Operations Portal
• Creating a Non-Project (Indirect) Purchase Requisition from the PR module
• Selecting CAPEX or OPEX as the spend category and understanding how that selection drives the approval flow
• Setting up a Non-Project PR through the four-step Setup PR wizard
• Completing Step 1: Purchase and Additional Details, including required and auto-filled fields
• Adding, editing, and removing material and service line items in Step 2
• Managing Delivery and Service Schedules in Step 3, including service-type quantity rules
• Reviewing and submitting the PR in Step 4 and understanding post-submission behavior
• Routing a Non-Project PR through the CAPEX or OPEX approval flow
• Understanding the revalidation mechanism and re-entry into the approval flow
• PR statuses across the full Non-Project lifecycle
• Budget Owner mapping by division
• Searching, filtering, and paginating the Purchase Requisitions list
• Receiving and acting on email and in-app notifications generated by PR events

The following areas are out of scope and are addressed in separate documentation:

• Project Purchase Requisitions — creation, setup, approval, and lifecycle management — covered in the Project Purchase Requisitions manual
• Bill of Materials and Services (BoMS) creation, cost validation, and PR generation flagging — covered in the BoMS manual
• User account provisioning, RBAC role assignment, and permission configuration — covered in the User Management and RBAC manuals
• Project Profile creation, project locations, and project team assignment — covered in the Project Profile manual
• Request for Quotation (RFQ), Purchase Order (PO), and Receiving workflows that consume approved PRs — covered in their respective module manuals
• Material and Service Category Management, including PKK classification — covered in the Material Management manual
• ERP integration with Impuls and system-to-system synchronization
• IT infrastructure, network access, and device management policies

1.3 Intended Audience

This manual is intended for all end users of the Non-Project Purchase Requisitions module across the organization. It has been written to be accessible to users regardless of their level of technical experience, with clear language and step-by-step instructions applicable to day-to-day Non-Project PR operations.

PR Requestor

The Requestor is the user who creates the Non-Project Purchase Requisition by manually setting up a PR from the PR module; any user with access to the PR module has the ability to create Non-Project PRs. The Requestor selects the spend category (CAPEX or OPEX) at creation, completes the four-step Setup PR wizard, and submits the PR into the appropriate approval flow. The Requestor is the first step in both the CAPEX and OPEX flows.

Budget Owner

The Budget Owner approves Non-Project Purchase PRs for both CAPEX and OPEX spend. The Budget Owner is the second approver on every Non-Project PR flow, acting immediately after the Requestor submits. The Budget Owner assigned to any given PR is determined by the Requestor's division: each division maps to a fixed Budget Owner, as defined in section 2.5. The Budget Owner must belong to the same division as the Requestor.

Investment Controller

The Investment Controller is an approver on the CAPEX flow only. The Investment Controller acts as the third approver in the CAPEX chain, reviewing the PR after the Budget Owner approves and before it is routed to the CEO. This role does not appear in the OPEX flow.

CEO

The CEO is an approver on the CAPEX flow only. The CEO acts as the fourth approver in the CAPEX chain, reviewing the PR after the Investment Controller approves and before it is routed to the Purchasing Director. This role does not appear in the OPEX flow.

Purchasing Director

The Purchasing Director acts as an approver on both the CAPEX and OPEX flows. On the CAPEX flow, the Purchasing Director is the fifth approver, sitting between the CEO and the Buyer. On the OPEX flow, the Purchasing Director is the third approver, sitting between the Budget Owner and the Buyer. When the Purchasing Director approves the PR, they assign it to a Buyer by selecting from a list of all Buyer users on the platform. Only one Buyer can be selected. The assigned Buyer receives an in-app notification. The PR transitions to For Acceptance once the Buyer has been assigned.

Buyer / Purchasing Specialist

The Buyer is the final reviewer on both the CAPEX and OPEX flows. The Buyer is assigned to the PR by the Purchasing Director after the PR is approved. The Buyer can accept the assignment to proceed with sourcing, or reject it. If the Buyer rejects the assignment, the Purchasing Director is notified by email and in-app notification and can reassign the PR to a different Buyer following the same flow. On acceptance, the PR transitions to Accepted status and is locked from further editing.

Backoffice Users

Backoffice users can view all Purchase Requisitions on the platform, including Non-Project PRs, regardless of division or spend category. Backoffice users cannot create or modify PRs.

Other Roles with RBAC Access

Beyond the primary audiences above, the Purchase Requisitions module is governed by RBAC. Any user granted Create access can create a PR, any user granted Update access can update one, and any user granted View access can see PRs on the list and open their details. Primary audiences should not be interpreted as a closed list.

2.0 Module Overview

2.1 Description

The Non-Project Purchase Requisitions module is accessed from the platform navigation under Internal Operations Portal > Purchase Requisitions. It is the entry point for all procurement requests that are not driven by a project or a Bill of Materials and Services (BoMS). Non-Project PRs appear on the same PR list table as project-linked PRs and are distinguished by their spend category and approval flow.

When a user opens the Purchase Requisitions module, they see the PR list table as the default landing page. Backoffice users see every PR on the platform; Frontoffice users only see PRs related to projects they are assigned to. Non-Project PRs created by the user are visible to that user regardless of project assignment. The list defaults to 100 rows per page. Users can search the list by PR ID, Impuls PR Number, or Item Name, and can open a filter drawer to filter by Buyer or Status.

2.2.1 PR List (Landing Page)

The PR list is the default landing page of the Purchase Requisitions module. It displays all Purchase Requisitions visible to the current user in a table format, including both project-linked and Non-Project (Indirect) PRs. Backoffice users see every PR on the platform; Frontoffice users only see PRs that relate to projects they are assigned to, plus any Non-Project PRs they have created themselves or are part of as approvers.

The list defaults to 100 rows per page. Pagination size is configurable from the bottom of the table. Each row provides the PR's identifier, spend category, Buyer, and current status. Clicking any row opens the full PR detail view.

[Screenshot: PR List – Landing Page]

2.2.2 Creating a Non-Project (Indirect) Purchase PR

A Non-Project (Indirect) Purchase PR is created when the request is for operational or administrative spend that does not belong to any project. No project link is required. To create one:

• From the PR list, click Create PR.
• Select Non-Project (Indirect) Purchase from the creation options.
• Select either CAPEX or OPEX as the spend category.
• The PR is created in DRAFT status and the user is taken into the four-step Setup PR wizard. Only the Setup PR tab is initially available.

Note: The CAPEX or OPEX selection made at this step drives the approval flow the PR will follow once submitted, as described in section 2.4. The selection cannot be changed after the PR is created.

[Screenshot: Create Non-Project (Indirect) Purchase PR]

2.2.3 Setting Up a Non-Project PR — Four-Step Wizard

When a Non-Project PR is created, the Requestor must complete a four-step Setup PR process before the PR can be submitted. The same four steps apply to both CAPEX and OPEX PRs.

Step 1 – Purchase and Additional Details

The first step captures the core PR header information. The Purchase Details section is auto-filled based on the spend category selected at creation. The Requestor must complete the following required fields: Organizational Unit, Demand Type, and Transaction.

The following fields are auto-filled and disabled at this step: Issue Number, Cost Centre, and Warehouse. Internal Comments and Attachments are optional at this step and can be completed before submission. Validation prevents progression to Step 2 if any required field is empty.

Step 2 – Line Items

The second step is where the Requestor adds, edits, and removes line items on the PR. Both Material and Service line items are supported. Line item creation behavior follows the same logic as line item creation in the BoMS module, including specification selection, attribute configuration, and historical purchase references. Refer to the BoMS user manual for full line item configuration behavior.

Step 3 – Schedule

The third step displays the schedule for the line items added in Step 2. The Delivery Schedule is shown for material line items; the Service Schedule is shown for service line items. If the PR contains both material and service items, both schedules are displayed side by side.

Step 4 – Summary and Submission

The fourth step is the final review screen. It consolidates all information captured across the previous steps: Purchase Details, Additional Details, Documents and Attachments, and Line Items.

The Requestor reviews each section and can return to earlier steps to apply corrections without losing entered data. Once the review is complete, clicking Submit transitions the PR from DRAFT to FOR APPROVAL and routes it to the Budget Owner determined by the Requestor's division. The Setup PR tab is replaced by the standard PR detail tabs: Purchase Details, Line Items, and Schedule.

2.2.4 Searching and Filtering the PR List

The PR list provides a search field and a filter drawer to help users locate a specific PR quickly. The search field accepts the following inputs: PR ID, Impuls PR Number, and Item Name. The filter drawer, opened from the list toolbar, allows the user to filter by Buyer or by Status. The drawer includes a reset function to clear all applied filters in a single action.

2.2.5 Email and In-App Notifications

The Purchase Requisitions module generates notifications at every key event in the Non-Project PR lifecycle. Notifications are triggered when a PR is submitted, at each approval step, when a PR is returned for revalidation, when the Buyer accepts the PR, and at every other status change relevant to the assigned users.

Notifications are delivered through two channels: email and in-app notifications within the Internal Operations Portal. Recipients are determined by the user's role on the PR and their position in the active workflow step. Email notifications include call-to-action links allowing recipients to navigate directly to the PR. In-app notifications deliver a condensed version of the same content inside the platform shell.

2.2.6 Purchasing Director Buyer Assignment

When a Non-Project PR reaches the Purchasing Director and the Purchasing Director approves it, the Assign to Buyer function becomes available. The Purchasing Director clicks the Assign to Buyer button on the PR Details page. A modal appears containing a dropdown that lists all Buyer users registered on the platform. Only one Buyer can be selected. On confirmation, the selected Buyer receives an in-app notification of the assignment and the PR transitions to FOR ACCEPTANCE status.

The assignment flow is the same on both the CAPEX and OPEX flows. The Purchasing Director must approve the PR before the Assign to Buyer action is available.

2.2.7 Buyer Assignment Rejection and Reassignment

If the assigned Buyer rejects the assignment, the Purchasing Director receives both an email and an in-app notification. The PR returns to the Purchasing Director for reassignment. The Purchasing Director can then assign the PR to a different Buyer using the same Assign to Buyer modal described in section 2.2.6. There is no limit on the number of reassignment attempts.

2.2.8 Cancellation of a Purchase Requisition

The PR creator can cancel a PR directly from the PR Details page, subject to the conditions below. The Cancel PR button is visible on the PR Details page only when all of the following conditions are met: the logged-in user is the PR creator, the PR is in an eligible status, and no active Order exists against the PR.

Eligible statuses for cancellation are: DRAFT, FOR APPROVAL, FOR REVALIDATION, FOR ACCEPTANCE, ACCEPTED, and RFQ PUBLISHED.

Warning: Cancellation is blocked if the PR has at least one linked Order that is not in Cancelled status. The Cancel PR button is hidden in this case. The button becomes visible again if all linked Orders are subsequently cancelled.

The cancellation flow is as follows:

1. The PR creator clicks Cancel PR on the PR Details page.
2. A confirmation modal appears with a warning that cancellation is irreversible.
3. The modal presents two actions: Cancel (dismiss modal, no change) and Confirm (execute cancellation).
4. On confirmation, the PR status transitions to CANCELLED, the PR becomes read-only, and the action is recorded in the audit trail and displayed on the PR Approval Flow stepper.

A Cancelled PR is excluded from the RFQ staging PR dropdown. Any RFQ already linked to the PR displays a banner on the RFQ Detail page indicating that the source PR has been cancelled. Only the PR creator can see or execute the Cancel PR action.

2.2.9 Withdrawal from the Approval Queue

The PR creator can withdraw a PR that is currently in FOR APPROVAL status, provided the assigned Budget Owner has not yet taken any action on it. On withdrawal, the PR reverts to DRAFT status. The creator can then edit and resubmit the PR through the standard approval flow.

Withdrawal is not available once the Budget Owner has approved, returned, or otherwise acted on the PR. In that case, the creator must wait for the PR to be returned via the revalidation flow or contact the assigned approver directly. The withdrawal action is recorded in the audit trail and displayed on the PR Approval Flow stepper.

2.3 Purchase Requisition Statuses

Each Non-Project Purchase Requisition progresses through the following statuses across its lifecycle:

#	Status	Description
1	DRAFT	The initial status of a Non-Project Purchase Requisition, set when the Requestor begins the Setup PR wizard. The PR can be edited freely in this state and has not yet entered the approval flow.
2	FOR APPROVAL	The PR has been submitted and is routing through the approval chain. For CAPEX PRs, the flow progresses through Budget Owner, Investment Controller, CEO, and Purchasing Director. For OPEX PRs, the flow progresses through Budget Owner and Purchasing Director. The PR remains in this status throughout all intermediate approval steps until the Purchasing Director approves and assigns a Buyer.
3	WITHDRAWN	The PR creator retracted the PR from the approval queue after submission, while the assigned Budget Owner had not yet taken any action. The PR reverts to Draft and can be edited and resubmitted.
4	FOR ACCEPTANCE	The PR has been approved by all upstream approvers and the Purchasing Director has assigned it to a Buyer. The PR remains in this status until the Buyer accepts the assignment.
5	FOR REVALIDATION	An approver in the approval chain (Investment Controller, CEO, or Purchasing Director) has returned the PR for correction. The PR is automatically routed back to the Budget Owner. The Budget Owner and the Requestor receive email and in-app notifications including the reason. The Budget Owner reviews and resubmits once corrections are addressed, and the PR re-enters the approval flow from the Budget Owner step.
6	ACCEPTED	The Buyer has accepted the PR. The PR is locked from further editing and an accepted snapshot is created and made available for downstream RFQ generation in the RFQ module.
7	RFQ PUBLISHED	All PR lines are linked to RFQs in Published status. Set automatically by the system when the aggregate RFQ phase is reached. The PR remains eligible for manual cancellation by the creator while no active Order exists.
8	PO ISSUED	All PR lines are linked to Purchase Orders in Issued status. Set automatically by the system. Where PR lines exist in mixed phases, the PR displays the lower lifecycle status (RFQ Published).
9	DELIVERED	All Purchase Orders raised against the PR have been completed. This is a terminal status in the Non-Project PR lifecycle.
10	CLOSED	All Orders containing PR lines have transitioned to Closed. Set automatically by the system only when every PR line is in a Closed Order. Partial closure keeps the PR at the lowest active lifecycle status.
11	CANCELLED	The PR has been cancelled by the creator. The PR becomes read-only. A Cancelled PR is excluded from the RFQ staging dropdown. Any linked RFQs display a banner indicating the source PR is cancelled.

2.4 Approval Flows

The approval flow that a Non-Project Purchase Requisition follows is determined at the point of creation by the spend category selected. There are two flows: CAPEX and OPEX. Each flow is fixed by the platform and cannot be modified at the PR level. Notifications are sent at every routing event to keep the Requestor and the next approver informed.

2.4.1 Non-Project (Indirect) CAPEX Flow

The CAPEX flow applies to Non-Project Purchase PRs created with CAPEX selected as the spend category. CAPEX requests represent capital investments and require a six-step approval chain that includes the Investment Controller and the CEO.

Step	Approver	Definition
1	PR Requestor	The user who created the Non-Project Purchase Requisition. The Requestor is always the first step in every approval flow.
2	Budget Owner	The approver is determined by the Requestor's division. Must belong to the same division as the Requestor. Refer to section 2.5 for the full mapping.
3	Investment Controller	Acts as the third approver on the CAPEX flow. Reviews the PR after the Budget Owner and before the CEO.
4	CEO	Acts as the fourth approver on the CAPEX flow. Reviews the PR after the Investment Controller and before the Purchasing Director.
5	Purchasing Director	Acts as the fifth approver on the CAPEX flow. When the Purchasing Director approves, they assign the PR to a Buyer by selecting from all Buyer users on the platform. The PR transitions to For Acceptance once a Buyer is assigned.
6	Buyer	The final step on both the CAPEX and OPEX flows. The Buyer receives an in-app notification of the assignment made by the Purchasing Director. The Buyer accepts the assignment to proceed with sourcing, or rejects it. If rejected, the Purchasing Director is notified and can reassign.

2.4.2 Non-Project (Indirect) OPEX Flow

The OPEX flow applies to Non-Project Purchase PRs created with OPEX selected as the spend category. OPEX requests represent operational spend and follow a shorter approval chain that does not include the Investment Controller or CEO. The flow has four steps:

Step	Approver	Definition
1	PR Requestor	The user who created the Non-Project Purchase Requisition. The Requestor is always the first step in every approval flow.
2	Budget Owner	The approver is determined by the Requestor's division. Must belong to the same division as the Requestor. Refer to section 2.5 for the full mapping.
3	Purchasing Director	Acts as the third approver on the OPEX flow. When the Purchasing Director approves, they assign the PR to a Buyer. The PR transitions to For Acceptance once a Buyer is assigned.
4	Buyer	The final step. The Buyer receives an in-app notification of the assignment. The Buyer accepts to proceed with sourcing, or rejects. If rejected, the Purchasing Director is notified and can reassign.

2.4.3 Revalidation

At any point in the approval chain after the Budget Owner, an approver (Investment Controller, CEO, or Purchasing Director) can return a Non-Project PR for revalidation if the request requires correction. The approver provides a reason and submits. The PR transitions to FOR REVALIDATION status and is automatically routed back to the Budget Owner.

The Budget Owner and the Requestor receive email and in-app notifications including the revalidation reason. The PR always returns to the Budget Owner regardless of which approver initiated the return. The Budget Owner reviews the revalidation reason, coordinates any corrections with the Requestor, and resubmits once the PR is ready. On resubmission, the PR re-enters the approval flow from the Budget Owner step and routes forward through the full remaining chain. All approval actions are logged in the audit trail.

2.4.4 Purchasing Director Buyer Assignment

After the Purchasing Director approves a Non-Project PR on either the CAPEX or OPEX flow, the Assign to Buyer action becomes available on the PR Details page. The Purchasing Director selects the Assign to Buyer button. A modal opens with a dropdown listing all Buyer users on the platform. The Purchasing Director selects one Buyer and confirms. The selected Buyer receives an in-app notification of the assignment and the PR transitions to FOR ACCEPTANCE status.

If the Buyer rejects the assignment, the Purchasing Director receives an email and in-app notification. The PR returns to the Purchasing Director who can reassign it to a different Buyer using the same modal. There is no limit on the number of reassignment attempts.

2.5 Budget Owner by Division

The Budget Owner on every Non-Project PR is determined automatically by the platform based on the Requestor's division. The table below shows the full division-to-Budget Owner mapping:

Division	Budget Owner
Board	President of the Board
Design	Design Director
Finance	Finance Director
Information Technology	Finance Director
HR	Human Resources Director
Investment Legal Support	Investment Legal Support Director
Operations	Operations Director
Purchasing	Purchasing Director
Quotation	Quotation Director

3.0 FAQs

The following frequently asked questions address common queries about the Non-Project Purchase Requisitions module.

Question	Answer
What is a Non-Project (Indirect) Purchase Requisition?	A Non-Project PR is a procurement request for operational or administrative spend that is not linked to any project. It is created manually from the PR module by selecting Non-Project (Indirect) Purchase at the creation step. No BoMS source is required.
Who is the Budget Owner on my Non-Project PR?	The Budget Owner is determined by the Requestor's division and must belong to the same division. The platform assigns the Budget Owner automatically based on the mapping in section 2.5. If you are unsure of your division assignment, contact your system administrator.
What happens if my PR is returned for revalidation?	The PR moves to For Revalidation status and is automatically routed back to the Budget Owner. The Budget Owner and the Requestor receive an email and in-app notification including the revalidation reason. The Budget Owner reviews, coordinates any corrections with the Requestor, and resubmits. The PR then re-enters the approval flow from the Budget Owner step.
How do I find a specific Non-Project PR on the list?	Use the search field at the top of the PR list to search by PR ID, Impuls PR Number, or Item Name. The filter drawer allows you to narrow the list by Buyer or by Status. Refer to section 2.2.4 for full search and filter guidance.
How does the Buyer get assigned to my Non-Project PR?	The Purchasing Director assigns the Buyer manually after approving the PR. They use the Assign to Buyer button on the PR Details page, which opens a modal with a dropdown of all available Buyer users. One Buyer is selected and confirmed. The Buyer then receives an in-app notification and accepts or rejects the assignment. If rejected, the Purchasing Director is notified and can reassign. Refer to sections 2.2.6 and 2.2.7 for full details.

---