FAQ: How does a Requisition become a Purchase Order?

In Zudello, an approved Purchase Requisition doesn't automatically transform itself into a Purchase Order (PO). Instead, the approval of a Requisition typically triggers an automated process (configured via Sentences) that creates a new Purchase Order document based on the information from the approved Requisition.

Here's the typical flow:

1. Requisition Submitted & Approved: A user creates and submits a Purchase Requisition. It goes through its configured approval workflow. The final approval step results in an APPROVED outcome.
2. Trigger Automation: The APPROVED outcome for the Requisition triggers an Automation Sentence specifically designed for this event (Trigger: "When an approval outcome is received", Module: Purchasing, Submodule: Requisition, Outcome: APPROVED).
3. Convert Action: This Sentence contains a Convert action.
   • Source: The approved Requisition.
   • Target: Module Purchasing, Submodule Order.
   • Duplicate Option: The Duplicate toggle within the Convert action is usually turned OFF. This ensures the system creates a new PO based on the Requisition data, rather than just duplicating the Requisition itself.
4. PO Creation: The Convert action initiates the creation of a new Purchase Order record.
   • Relevant data (Supplier, Lines, Quantities, Prices, Coding, Notes, Addresses) is copied from the approved Requisition to the new PO.
   • The new PO is typically created in an initial status like DRAFT or REVIEW.
5. PO Processing Trigger (Optional but Common): The creation of the new PO (or its transition to a specific status like REVIEW) often triggers another Sentence.
6. Set PO Status: This second Sentence might automatically set the new PO's status to Pending (ready to be placed) or potentially route it for further PO-specific approvals if required by policy. It might also apply PO-specific auto-numbering.
7. Linkage (Implicit): While not always explicitly visible as a direct link in the UI, the system often retains an internal reference indicating which Requisition led to the creation of the PO, useful for tracking and reporting.

Key Points:

• It's an automated creation process triggered by Requisition approval, not a direct transformation.
• The process relies on correctly configured Automation Sentences using the Convert action (with Duplicate OFF).
• The new PO starts its own lifecycle and may require its own approvals or actions (like Place Order).

See Configure Procurement Status Automations (Related concept) and Troubleshooting Requisition Not Converting if this process fails.