Submitting A Purchase Request
Submit a Purchase Request as a Coach
Objective
This article explains how a coach can create and submit a purchase request for team inventory items. It also covers how to add item details, attachments, and comments so the request can be reviewed by the athletic director or principal.
Key Steps
1. Open the Purchase Request screen 0:15
- From the team dashboard, click the plus (+) sign.
- Scroll down and select Add Purchase Request.
- This opens the purchase request screen where items can be entered.
2. Select an existing inventory item or prepare a new category 0:31
- Begin adding an item to the request.
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Choose from the current items already in inventory.
If the item is brand new and not listed:
- Add the new category to the team first.
- Return to the purchase request screen and select the item afterward.
3. Enter item details for the purchase request 0:50
- Select the item you want to purchase, such as blue home jerseys.
- Enter the size needed.
- Enter the quantity for that size.
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Enter the unit price.
Example:
- Size: Small
- Quantity: 10
- Unit price: $65
4. Add a supporting link if available 1:04
- If applicable, paste a link to:
- The product page
- An online purchase agreement
- Another reference for the item
- Use any relevant link that supports the request.
5. Add the item and continue entering additional quantities 1:18
- Click Add Item to save the line item.
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Continue adding more entries for the same product if needed.
Example:
- Add 10 mediums at $65 each
- Add additional sizes such as large or extra large as needed
- Repeat this process until all required quantities are entered.
6. Attach supporting documents and add comments 1:48
- Add any relevant attachment, such as:
- An invoice
- A quote
- Other supporting documentation
- Use the comment section to include notes if needed.
- The comment section becomes available once the request is submitted.
7. Review the request total and submit 2:04
-
Confirm the request summary before submitting.
Review:
- Total quantity of items
- Total cost
- Any links or attachments included
- Any notes entered
- Click Submit Purchase Request to send it for approval.
8. Confirm submission and monitor comments 2:15
- After submission, the request is sent to the athletic director or principal.
- The athletic director receives an email notification.
- The request is now open for comments from both parties.
- Review the comment history in the request thread to track updates and feedback.
Cautionary Notes
- Do not submit a new item request without first adding the item category to the team inventory if it does not already exist.
- Double-check sizes, quantities, and unit prices before submitting to avoid approval delays.
- Attachments and links should be relevant and accurate so reviewers can verify the purchase.
- Once submitted, the request may be reviewed and commented on by leadership, so ensure all details are complete before sending.
Tips for Efficiency
- Prepare item details, pricing, and links before starting the request to reduce errors.
- Add all size variations for the same item in one request to keep the submission organized.
- Include supporting documentation early, such as quotes or invoices, to speed up approval.
- Use comments to clarify special circumstances or purchasing needs upfront.