Material Request

November 26, 2025

Overview

A Material Request in DIGITZ ERP is an internal document used to request items required by any department, store, or operational unit.
It serves as the starting point of the procurement process and ensures that all purchase requirements are captured and approved before any purchase activity takes place.

Material Requests help organisations maintain control over inventory planning, avoid unauthorised purchases, and provide a traceable workflow for procurement decisions.
Once approved, the request can be converted into a Purchase Order based on the purchasing requirement.

Purpose

The Material Request ensures that:

All internal item requirements are properly documented.
Departments follow a structured process before initiating procurement.
Approvals are taken before purchases are made.
Purchasing decisions are traceable, transparent, and controlled.
Item planning and procurement are aligned with operational needs.

This prevents over-buying, reduces manual communication gaps, and maintains audit clarity in procurement activities.

How It Works

A user creates a Material Request specifying the required items, quantities, and expected date.
The request may go through an Approval Workflow, depending on company policy.
After approval, procurement can convert the Material Request into a Purchase Order.
The system maintains document linking for complete traceability.

The Material Request acts as an initiation and planning document; it does not affect stock or accounting entries.

Approval Workflow

DIGITZ ERP supports an optional approval mechanism for Material Requests.
This ensures that only authorised requests proceed to purchasing.

Workflow Steps

Creation: A user creates the Material Request.
Submission: The document is submitted to trigger approval.
Approval Levels:
- Companies can define single or multiple approval levels.
- Approvers may vary based on department, item type, or request value.
Status Update:
- Upon approval → The request becomes actionable and can be converted to a Purchase Order.
- Upon rejection → The request is sent back for correction or clarification.
Traceability: Full approval history is stored for audit purposes.

This ensures internal checks, prevents unauthorised procurement, and maintains a strong control environment.

Key Features

Internal document to request items required for purchase.
Simple and structured item entry with quantity and required date.
Optional multi-level approval workflow.
Supports multiple request types (Purchase, Transfer, Issue, etc.; Purchase-focused here).
Direct conversion to Purchase Order after approval.
Full document traceability from request to procurement.
Helps in planning, budgeting, and purchase control.

Workflow

Navigate to Buying → Material Request → New.
Enter items, quantities, and purpose of the request.
Save and Submit the document.
The Approval Workflow (if enabled) is triggered automatically.
Once approved, the Material Request becomes available for purchase.
Convert to Purchase Order using the “Create → Purchase Order” option.
Continue the buying flow with Purchase Receipt and Purchase Invoice.

Integration

Material Request integrates seamlessly with:

Purchase Order – Direct conversion after approval.
Material Planning – Helps track item requirements and pending needs.
Approval Workflow Engine – Supports configurable levels of approval.
Stock Reporting – Shows pending quantity requests for planning.
Buying Analytics – Helps in procurement trend analysis.

Conclusion

The Material Request in DIGITZ ERP establishes the foundation of a controlled and well-structured procurement system.
By ensuring that all purchase requirements are documented, reviewed, and approved, it enhances purchasing discipline, reduces errors, and synchronises procurement activities with operational needs.

With built-in approval workflows and seamless integration into the buying cycle, Material Request provides clarity, transparency, and accountability at the very first step of the purchasing process.