Filing a Purchase Request

What is this page about: How to file a purchase request in Light, from when you need one to how approvals, vendor cards, editing, and declines work.

# On this page

• When to file a purchase request in Light
• How to file a purchase request in Light
• Requesting a vendor card in Light
• Vendor quotes and approval speed
• Editing or adding to a request after submission
• Timeline
• If a request is declined

# When to File a Purchase Request

File a purchase request (PO request) in Light when:

• You need approval before making a purchase
• Your purchase exceeds your card's spending limit
• You're buying from a new or unfamiliar vendor
• Your company requires pre-approval for certain purchases
• You're ordering in bulk or at high cost

Check with your manager if you're unsure whether a purchase needs one.

Good to know: anyone in your company can file a purchase request - you don't need to be an admin or a designated purchase requester. In your purchase requests list, you'll only see requests you created, that were raised for you, or that are waiting on your approval.

# How to File a Purchase Request in Light

1. In Light, go to Spend management → Purchase requests.

2. Select Create purchase request.

3. Add each item in the line-item table: Description, Account, Quantity, and Unit price. Light calculates the total for you.

4. Enter the vendor's details: name, contact email (this is where the purchase order goes once approved), and any vendor account information you already have.

5. Fill in the business details:

   • Description of the purchase
   • Entity, the legal entity the purchase belongs to
   • Request owner, who the purchase is for. Unless you're a company admin, this is locked to you - only company admins can raise a request naming someone else as the owner.
   • Any custom properties your admin has configured will also appear here

6. Attach anything that helps finance review faster: vendor quotes, pricing documents, specs, or other supporting documents. This step is optional.

7. Review the details, then select Submit for approval.

Your request now sits in your finance team's review queue.

# Requesting a Vendor Card Instead

If you need a vendor card rather than a purchase order, also fill in:

• Card account: the balance account the card draws from
• Spend limit: an interval, such as monthly, and an amount
• Authentication phone number: the number that receives authentication requests for transactions on the card. This auto-fills from your profile, but you can change it.

# Vendor Quotes Speed Up Approval

A vendor quote lets finance verify pricing, compare vendors, and set up payment terms without going back to you with questions. Ask your vendor for a quote or price estimate before you submit, if you can. If you don't know the exact price, submit your best estimate. Finance can adjust the amount when they process the order, but a closer estimate means fewer delays.

# Editing or Adding to a Request After Submission

• To add supporting documents to a request that's already submitted, open the request in Light and use the Documents tab.
• To change the amount, vendor, or description, the request needs to still be in review (or, if it was declined, you can edit it yourself to fix and resubmit it - see If a Request Is Declined). You can always edit a request you created yourself; to edit a request someone else created, ask your finance team or a company admin to update it for you.

# Timeline

• Submit request: immediate, in Light
• Review by finance: usually 1 to 2 business days
• Approval or questions: you'll be notified by email or in the Light app
• After approval: your purchase order is created and ready to share with your vendor, or your vendor card is issued

# If a Request Is Declined

Finance will tell you why. Common reasons include missing information, a vendor your company hasn't approved, an amount that exceeds budget, or a policy conflict. Reach out to your manager or finance team to resolve the issue if you need to.

If you're the one who created the request, you don't need to start over or wait on an admin: open the request, select Edit, make your changes, then select Save & resubmit to send it back into review.

# Related Articles

• Tracking Your Purchase Requests
• Your Light Card
• Card Spending Limits and Policies

Also searched as: PO request, purchase order approval, procurement approval, vendor card request, buying approval in Light.