Purchase Requests — Creating One – Uptempo Help Center

Short Description A Purchase Request (PR) is how you commit budget to a specific vendor or expense in Hive9. This article walks through creating one.

What this article answers

The four sections of a PR and what each holds.
The step-by-step creation flow.
How PR lines tie to Line Items and Finance Budget.

What a PR is

A Purchase Request represents a specific spending commitment — typically tied to a vendor invoice or contracted expense. It's the bridge between your tactic-level planning and the actual money leaving your organization.

PRs are created against existing tactics and their Line Items. They draw from the Finance Budget the Line Item is linked to.

[SCREENSHOT NEEDED — Purchase Request Inspection Window with the four sections visible]

The four sections of a PR

A PR has four sections:

Header — top-level info (PR name, vendor, owner, dates, approval workflow).
Lines — the individual line items that make up the PR.
Transactions — actuals as they flow in (linked invoices, partial payments).
Approval Tracker — the approval pipeline for the PR.

Creating a PR

Step 1 — Open the PR area or the parent Tactic

Depending on your instance, PRs are accessed:

From a Tactic's Inspection Window — Purchase Requests tab.
From Menu → Purchase Requests (if your instance exposes it directly).

Step 2 — Click New PR

The new-PR form opens.

Step 3 — Fill the Header

Name — descriptive, e.g. "Q3 Webinar Platform — Acme Vendor."
Vendor — the supplier or contractor.
Owner — usually you.
Currency — defaults from the parent Tactic.
Start / End dates — when the spend will hit.
Approval Workflow — typically auto-assigned, but can be overridden.

Step 4 — Add Lines

Each PR Line represents one cost component:

Click Add Line.
Pick the parent Tactic and Line Item the PR Line draws from.
Enter the amount for this line.
Add a description, vendor reference, or category as needed.
Save the line.

Repeat for each cost component. A PR can have many lines.

[SCREENSHOT NEEDED — Add PR Line form with Tactic / Line Item picker]

Step 5 — Review and submit

Once Header and Lines are complete:

Review the totals.
Submit the PR for approval (button location varies).
The Approval Tracker section populates with the approval pipeline.

Adding more lines later

If your instance has Purchase Request Configuration set to allow it, you can add lines to an existing PR after creation. If not, you'll need to create a new PR for additional lines or modify the existing PR (which triggers re-approval — see Modified Purchase Requests).

Linking PRs to Finance Budget

When a PR line draws from a Line Item, and that Line Item is linked to a Finance Budget Line, the PR amount flows into:

The Finance Budget Line's Planned column (when the PR is approved).
The Finance Budget Line's Actual column (as transactions hit).

This is the chain: PR → Line Item → Finance Budget Line. Make sure your Line Items are linked to the correct Finance Budget Lines before submitting PRs that depend on them.

Common questions

Can I create a PR before the Tactic is approved? Yes, in most configurations — but the PR can't draw funds from an unapproved Line Item if your instance requires the Tactic to be approved first. Check with your finance lead if you're unsure.

Can a PR span multiple Tactics? Each PR Line draws from one Tactic + Line Item. A PR with multiple lines can cover multiple Tactics, but it's usually cleaner to create one PR per vendor or contract.

What happens after the PR is approved? The PR moves to Approved status. Its lines become commitments in your Finance Budget. As invoices arrive, they generate transactions that hit the PR's lines and the linked Budget Lines.

How do I cancel a PR I no longer need? The action depends on PR status. If it's still in approval, withdraw or reject it. If it's approved, contact your finance team — cancellation typically requires a controlled write-off rather than a simple delete.

Purchase Requests — Creating One