How to use the purchase requisition form
- Fill in the organization, the requisition number, the dates, who is requesting, the department, a budget code and the priority.
- List the items with a quantity, an estimated cost each and an optional suggested vendor. Quantities can have up to three decimals.
- Add a reason for the request. Check the estimated total, which you can copy.
- Use Download PDF or Print. The form ends with lines for the requester, an approver and purchasing.
What a requisition does
A purchase requisition is an internal request to buy something. It comes before a purchase order: the person who needs the item asks, a manager approves and purchasing places the order. Putting the items, the estimated cost, the reason and the budget code on one page gives the approver what they need to say yes or no.
Each line is the quantity times the estimated cost each, rounded to the cent, and the lines are added to an estimated total. With the example items, 2 chairs at $189.00 are $378.00, 4 stands at $34.50 are $138.00 and 3 boxes of toner at $62.25 are $186.75, which is $702.75 in all. The Routine and Urgent boxes show the priority, with the one you chose checked.
From request to order
Once approved, purchasing can turn the requisition into a purchase order with the Purchase Order Generator, and record the delivery with the Delivery Note Template. If a purchase is paid by the person who made it, the Expense Report Generator handles the reimbursement.
The estimated cost is only an estimate. The final price may differ with the vendor, and tax and shipping are not added here. Your organization sets who may approve a request and any spending limits, so use this page as a template to fit your own process, not as a policy.
Printing and privacy
The form is made in your browser and nothing you enter is uploaded. If you tick the box to remember your entries, they are saved in this browser only and can be deleted by unticking it. Long lists continue onto more pages with the headings repeated. Print on US Letter paper.
Assumptions and limits
- Amounts are estimated costs in dollars and cents. Tax, shipping and discounts are not added.
- Quantities may have up to three decimals, and an empty quantity counts as 1.
- Up to 40 items fit. Dates are optional and print only when you enter them.
- The form is a template for your records, not accounting or legal advice.
Frequently asked questions
What is a purchase requisition form?
It is an internal request to buy something, before any order is placed. It lists the items, the estimated cost, the reason and the budget code, and has lines for the approvals. An approved requisition can become a purchase order.
What is the difference between a requisition and a purchase order?
A requisition is a request made inside your organization, and a purchase order is a commitment sent to a vendor. The requisition comes first, and the purchase order is issued after it is approved.
Does the estimated total include tax or shipping?
No. It adds the quantity times the estimated cost for each line, and nothing else. If tax or shipping matter for the approval, add them as their own items with an estimated cost.
Can I copy the total instead of printing?
Yes. The Copy totals button puts the lines and the estimated total on your clipboard as plain text, which you can paste into an email or a chat.