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Purchase Requisition Form Template

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Purchase Requisition Form Template
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What Is a Purchase Requisition Form?

A Purchase Requisition Form is an internal business document that employees or departments use to formally request the purchase of goods, materials, or services. It serves as the first step in the procurement process, ensuring that all purchases are authorized, documented, and aligned with budgets before a purchase order is created. 

Who Can Use a Purchase Requisition Form?

Purchase Requisition Forms are useful for:

  • Project Managers & Team Leads – to request equipment, software, or services for their teams.
  • Operations & Manufacturing Units – to request raw materials or spare parts for production.
  • Office Administrators & HR – to procure office supplies, furniture, or recruitment services.
  • Finance & Procurement Departments – to monitor and approve requests before purchases are made.
  • Any Organization – that wants a standardized, auditable purchasing process. 

What Problems Are Solved Using a Purchase Requisition Form?

  • Uncontrolled Purchases: Prevents employees from directly ordering items without approval.
  • Budget Overruns: Ensures all expenses are pre-approved and linked to a budget code.
  • Duplicate Orders: Reduces duplicate or unnecessary purchases through standardized tracking.
  • Lack of Transparency: Provides a clear audit trail for procurement requests.
  • Delays in Procurement: Streamlines approval workflows, speeding up order processing. 

Key Features

A typical Purchase Requisition Form includes:

  • Requisition number / ID for tracking – A unique identifier to easily track and reference each request.
  • Requester and department details – Captures who is making the request and from which department.
  • Item/service description with specifications – Provides detailed information about the product or service needed.
  • Quantity and estimated cost – Specifies how much is required and the approximate expense.
  • Purpose/justification of purchase – Explains why the item or service is needed for approval context.
  • Budget or project code reference – Links the request to the correct budget or project for accounting purposes.
  • Preferred vendor suggestions (optional) – Allows suggesting a supplier if there’s a preferred vendor.
  • Approval signatures (manager/finance/procurement) – Ensures that the request is reviewed and authorized before purchase.
  • Requested delivery date and location – Indicates when and where the items should be delivered to meet project or departmental needs. 

Benefits of Purchase Requisition Form

  1. Control & Compliance – Only authorized purchases move forward.
  2. Budget Discipline – Keeps spending aligned with budgets and project codes.
  3. Transparency – Provides full visibility into who requested what and why.
  4. Error Reduction – Standardized forms reduce miscommunication and ordering mistakes.
  5. Audit & Reporting – Easy tracking for audits, expense reporting, and accountability.
  6. Faster Procurement Cycle – Structured approvals minimize delays and bottlenecks. 

Use Cases of Purchase Requisition Form

  • A marketing team requests new laptops and software for an upcoming campaign.
  • A construction project team requests safety equipment and raw materials.
  • The HR department requests new office chairs for onboarding employees.
  • A maintenance team requests spare parts for machine repairs.
  • A research lab requests chemicals and lab consumables for experiments. 

Workflow of the Purchase Requisition Form

  1. Request Raised – Employee fills the requisition form with item details.
  2. Review & Approval – Managers and finance validate the need and budget.
  3. Procurement Action – Purchasing team converts it into a Purchase Order (PO).
  4. Order & Delivery – Items are ordered, received, and verified.
  5. Closure – Records are updated for inventory and financial tracking. 

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