Approving or Denying a Purchase Request
Review and Approve or Deny Coach Purchase Requests in GearLocker
Objective
This article explains how school administrators, athletic directors, principals, or secretaries review purchase requests submitted by coaches in GearLocker. It covers locating requests, reviewing item details and supporting documents, communicating through comments, and approving or denying the request.
Key Steps
1. Access the Purchase Requests screen 0:24
- Log in to GearLocker at the appropriate school level.
- From the left-hand menu, select Purchase Requests at the bottom.
- Use this screen to view all purchase requests submitted by coaches across teams you have access to.
2. Review incoming purchase request notifications 0:33
- Watch for the email notification that a coach has submitted a purchase request.
- Open GearLocker and locate the request in the Purchase Requests list.
- If multiple requests exist, review them one by one from the list.
3. Open the coach’s purchase request and review item details 0:53
- Click the relevant request, such as a basketball request.
- Review the requested items and quantities.
- Confirm what the coach is ordering before taking any action.
4. Compare the request against current inventory 1:03
- Check the inventory shown on the right-hand side of the request.
- Compare requested quantities to the coach’s current stock levels.
- If needed, click the inventory link to view the coach’s full inventory record.
5. Review supporting links and attachments 1:26
- Open any item webpage links provided by the coach.
- Review attached files or PDFs, such as invoices or product documentation.
- Use these materials to verify item details, pricing, or other supporting information.
6. Add comments or questions if clarification is needed 1:59
- Enter any questions, notes, or feedback in the comment field.
- Submit the comment so the coach receives a notification.
- Read any coach replies, since coaches can comment back and administrators will be notified.
7. Approve or deny the purchase request 2:29
- Use the approval controls in the top-right corner to either approve or deny the request.
- Select the appropriate action based on inventory, budget, policy, and item review.
- The coach will receive a notification with the decision.
8. Proceed with the purchase or close the request 2:34
- If approved, continue with purchasing the requested item for the coach.
- If denied, ensure the coach understands the decision through the system notification and comments.
- Complete any internal follow-up required by your school’s purchasing process.
Cautionary Notes
- Do not approve a request without reviewing the item details and current inventory.
- Check attachments and links carefully, especially if the coach included a product page or invoice.
- Comments entered in the request are visible to the coach, so keep them professional and clear.
- Ensure the final decision aligns with school purchasing policies and budget limits.
Tips for Efficiency
- Review the email notification first so you can quickly locate the new request in GearLocker.
- Use the inventory link to verify stock instead of manually searching elsewhere.
- Ask clarifying questions in the comment thread before approving if any details are unclear.
- Handle multiple requests in order to avoid missing a submission or duplicate review.