In Payhawk, first, you create a purchase request for a purchase order, then, submit the purchase request for approval, and after the approval, the system automatically creates the purchase order.
Creating purchase requests
To create a purchase request from the Payhawk web portal:
Log in to the Payhawk web portal.
Go to Purchases. Click on the + New button.
In the dialog that opens:
Describe the purpose of the purchase request.
(Optional) Enter the name of the supplier for the items you are requesting.
Note that you can create a purchase request without a supplier but you need to provide it before the approval of the document because the name of the supplier will be used as the name of the purchase order itself after it's created.
(Optional) Attach a document for your purchase request, for example, the supplier quote.
Create the purchase request by clicking on Continue.
Adding purchase details
After you have created your purchase request and clicked on Continue, you'll be automatically directed to the newly created document to add the purchase details.
If for some reason you have logged out before entering the details, you can access your purchase request in the following way:
Go to the Purchases > Draft tab.
Select the purchase request by clicking on it.
Under Items, enter the required fields. Note that these may vary based on your company's requirements:
Category. This is the expense category as defined by your Payhawk administrators to which the requested items belong.
Any custom fields as defined by your Payhawk administrators such as Class or Cost center.
Add the details about the items you are requesting:
Description.
Number of units.
Currency.
Net price per unit (the price excluding VAT, US sales tax, and other taxes).
If you have more than one item, add the required data for each.
If for some reason you haven't filled out the required fields, you won't be able to send the purchase request for approval. Payhawk will display a notification for you to provide the missing information.
Deleting purchase requests
To delete a purchase request from the Payhawk web portal:
Go to Purchases.
Select the desired purchase request by clicking on it.
Click on the three dots menu and select Delete.
You can only delete purchase requests before they are submitted for approval.