ZN ERP
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How to Raise & Approve a Requisition

Create a requisition (a request for material or for purchase) and take it through the approval workflow so it can become an issue or a Purchase Order.

5 min read Updated Jun 2026   How-To

Purpose

A requisition is a controlled request that must be approved before anything physically or financially happens. ZN ERP uses two flavours: a Material Requisition (a department asking stores to issue material) and a Purchase Requisition (a request to buy material that isn't in stock). Both follow the same shape: someone raises it, an authoriser approves (or rejects) it, and on approval it converts to the next document — a Raw Material Issue or a Purchase Order.

Before you begin

  • You know which type you need: material requisition (issue from stock) or purchase requisition (buy new).
  • The requesting and approving users exist, and the approver's role carries the requisition-approval right (see How to Manage User Access).
  • The items exist in the Item Master.

Step 1 — Raise the requisition

  1. Start → Inventory & Stock → Statements → Material Requisition (for a purchase requisition use Purchase & Sales → Purchase Orders → Purchase Requisition).
  2. Pick the requesting department / location and, for a material requisition, the job the material is for.
  3. Add item lines — item code (F4 to search), required quantity and, if known, the need-by date.
  4. Click Save. The requisition gets a number and the status Pending Approval.

Step 2 — Approve (or reject) it

  1. The approver opens Pending Approvals (the worklist of requisitions awaiting them) — pending items also surface in the Req Status Detail report.
  2. Open the requisition and review the lines, quantities and the requesting department.
  3. Adjust quantities if policy allows, then click Approve — or Reject with a reason, which sends it back to the requester.
  4. On approval the status changes to Approved and the document becomes available to convert.

Step 3 — Convert the approved requisition

What success looks like

  • The requisition shows status Approved in the requisition list and in Req Status / Search.
  • An audit trail records who raised and who approved it, with timestamps.
  • The approved requisition can be picked up by the issue or PO screen with its lines intact.

Troubleshooting

The Approve button is greyed out.
Your role does not carry the requisition-approval right, or the requisition value is above your approval limit. An admin can grant the right via Access Setting (How to Manage User Access).
The requisition is not in the approver's worklist.
It was saved as a draft rather than submitted, or it is routed to a different approver. Re-open it and submit, or check the approval-routing setup.
Cannot convert an approved requisition to a PO / issue.
It may already be partly converted, or the target location / supplier is missing. Check the Req Status Detail for the remaining quantity.

Tips

  • Keep one requisition per job or per need-by date — it makes partial approvals and partial issues far easier to track.
  • Use the rejection reason rather than deleting — the requester learns why and the audit trail stays clean.
  • Approvers can watch the live queue in Req Status / Search so nothing waits unnoticed.