#When to File a Purchase Request
You should file a purchase request when:
- You need approval before making a purchase
- Your purchase exceeds your card's spending limit
- You're buying from a new or unfamiliar vendor
- Your company requires pre-approval for certain purchases
- You need to order items in bulk or at high cost
Check with your manager if you're unsure whether you need a purchase request.
#How to File a Purchase Request
Follow these steps to submit a purchase request:
- Open Light and navigate to Purchase Orders in the main menu
- Tap + New Purchase Request
- Fill in the following details:
What you're buying:
- Item name or description
- Quantity
- Unit price (if known)
- Estimated total amount
Vendor information:
- Vendor or company name
- Contact information (email or phone)
- Any vendor account info you have
Business details:
- What is this purchase for? (brief description)
- Which department or project does it belong to?
- Who is this purchase for?
Attachments (optional but helpful):
- Quotes from the vendor
- Pricing documents
- Specifications or product links
- Any other relevant documentation
- Review all information for accuracy
- Tap Submit for Approval
Your request is now in the queue for your finance team to review.
#What Vendors Need to Know
When possible, include quotes from your vendor in the purchase request. This helps your finance team:
- Verify pricing
- Compare multiple vendors if needed
- Process the order faster once approved
- Set up payment terms
Most vendors can email you a quote or price estimate in minutes—it makes the approval process smoother.
#Estimated Amount
If you don't know the exact price, provide your best estimate. Your finance team can adjust the amount when they process the order. Accuracy helps prevent delays, so round up slightly if you're unsure.
#Adding More Details
If you need to add more information after submitting, you can:
- Go to Purchase Orders
- Find your pending request
- Tap Add Details or Add Attachment
- Update the information
#Timeline
- Submit request: Immediately in Light
- Review by finance: Usually 1-2 business days
- Approval or questions: You'll be notified via email or in the Light app
- After approval: Purchase order is created and ready to share with your vendor
#Tips for Fast Approval
- Be detailed: Include all relevant information upfront
- Add quotes: Vendor quotes speed up the process
- Use the right amount: Accurate estimates prevent delays
- Flag urgent purchases: If you need approval quickly, note it in your request
- Follow up: Check Light for updates on your request status
#Requests Get Declined?
If your request is declined or put on hold, your finance team will tell you why. Common reasons include:
- Missing information
- Vendor not approved by your company
- Amount exceeds budget
- Policy issue
Reach out to your manager or finance team to discuss next steps and resubmit if needed.
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