Inventory & Procurement
How to create a purchase indent in Easedesk — step-by-step Purchase Indent guide
Complete step-by-step guide to creating, editing, importing and managing indents in the Easedesk Purchase Indent module. Includes prerequisites, common errors and best practices.
Quick answer
To create a purchase indent in Easedesk, open Purchase Indent from the sidebar, click "New Purchase Indent", fill the required fields and click Save. The new record is immediately searchable and triggers downstream automations — accounting posts, notifications, approvals — based on the module's wiring.
Step-by-step: how to create your first purchase indent
Follow these 5 steps to create a purchase indent in the Purchase Indent module. Most users complete this in under 2 minutes once the prerequisites are in place.
Step 1 — Open the Purchase Indent module
In the left sidebar, click Purchase Indent. If you don't see it, your role may not have the purchase-indent.view permission — ask your Owner or Admin to grant it under Settings → Users & Roles.
Step 2 — Click "New Purchase Indent"
The list view shows all existing indents. Click the New Purchase Indent button at the top-right. You will be taken to a clean form page with all fields visible — no hidden tabs.
Step 3 — Fill in required fields
Required fields are marked with a red asterisk. Hover over any label for tooltip help. Optional fields can be left blank and added later.
Step 4 — Review the auto-calculated fields
Easedesk pre-fills several fields based on your defaults — currency, fiscal year, default ledger mapping, GST applicability. Verify these before saving.
Step 5 — Save (or "Save & Add Another")
Click Save to create the purchase indent. For bulk entry, use "Save & Add Another" — it resets the form while keeping the page open. The new record appears at the top of the list view.
What happens after you save a purchase indent
Creating a purchase indent in Easedesk is rarely an isolated event — the platform's strength is that data flows automatically to all the right places.
The system automatically logs the event in the Audit Log, sends notifications to subscribed users, and triggers any approval workflow you've configured for this action.
Bulk-importing indents from a spreadsheet
If you're migrating from another tool or onboarding historical data, you don't need to create indents one at a time. Easedesk supports CSV bulk import from the list view.
Click the Import button on the Purchase Indent list page. Download the sample CSV template — it includes every supported column with example values and validation notes in the header row. Fill it in your spreadsheet of choice (Excel, Google Sheets, Numbers), save as CSV, and upload.
Easedesk validates every row before commit — invalid rows are highlighted with the specific error and skipped, valid rows are imported. You can also run a "dry run" to preview the import without committing. For very large imports (> 5,000 rows), the import runs as a background job and emails you a summary when complete.
Editing a purchase indent
To edit an existing purchase indent, click its row in the list view to open detail mode, then click the Edit button at the top-right. All changes are recorded in the Audit Log along with the user, timestamp, IP, and the before-and-after value of each changed field.
If the purchase indent has been used downstream (for example, an invoice that has been paid, or a PO that has a GRN against it), Easedesk locks certain fields to preserve the audit chain. The locked fields are clearly marked, and you can usually achieve what you need via a reversal + fresh purchase indent or by raising a credit / debit document.
Deleting or cancelling a purchase indent
Hard-delete is intentionally restricted in Easedesk because business records have downstream impact and auditors need a complete trail.
If a purchase indent has not been used downstream, you can hard-delete it from the kebab menu (•••). If it has been used, Easedesk will offer to cancel or void instead — the record stays in the database with a Cancelled status, but no longer affects reports or downstream modules.
Cancelled indents can usually be revived if needed — open the cancelled record and click "Reinstate".
Frequently asked questions
How do I create a purchase indent in Easedesk?
Can I import indents from a spreadsheet?
Why is my "New Purchase Indent" button disabled or hidden?
Can I edit a purchase indent after creating it?
What happens if I delete a purchase indent?
Can I undo a save?
Can I create indents via API?
How do I duplicate a purchase indent?
Can multiple users edit the same purchase indent concurrently?
Is there a mobile-friendly version of this workflow?
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