The form purchase requisition It is the document generated by a user department or by warehouse personnel to notify the purchasing department of the items that need to be ordered, the quantity and the delivery time frame. Buying in a company begins with the gathering of requirements.
After they have been compiled, the purchasing department should be informed. The purchase requisition is the document that will contain the list of those requirements. To prevent fraud, department managers are generally not allowed to place orders directly from suppliers or to buy on behalf of the company..
Instead, it is a different department called the purchasing department that actually places orders with external vendors. The managers of the different departments use the purchase requisition forms to inform this department what materials need to be purchased..
Purchase requisitions and purchase orders are key documents in the process of acquiring the items that the company needs for its operation, standardizing the order process internally and externally..
Article index
The key points about the purchase requisition are as follows:
- It is a request that is made to the purchasing department to acquire a certain list of materials.
- You need the approval of the purchasing organization.
- It is an internal document; that is, it remains within the organization.
You can create a purchase requisition for the following types of procurement:
To obtain supplies and materials from suppliers, both for production processes such as office consumables and other assets.
To supply raw material to a supplier, and thus obtain a finished product.
Obtaining material that is kept in the company's facilities and the supplier is paid for it.
To obtain materials from another department or area that is within the same organization.
To obtain the services of a third-party provider, such as performing plant maintenance work.
The basic components that make up a purchase requisition are:
- Number of the requisition, which allows the identification of the document. Must be pre-printed.
- Requesting department.
- Request date and requested delivery date.
- Name of the person who prepares the requisition and the signature of the person who carries out the corresponding authorization.
- The requested items must be described in detail, to avoid inaccurate data. The amount must be exact; it is very important to place the required unit (kilos, liters, units, etc.).
- Signature of the purchasing department manager who approves or does not approve the purchase.
- If quotes have already been requested from suppliers, they must be attached to the requisition.
The purchase requisition process is used by organizations to place and track orders for supplies. These can be anything from raw materials to office furniture and more.
When a department manager considers that materials are running low, he fills out the purchase requisition form, which includes the fields indicated above..
A purchase requisition is the form that a company department sends to the purchasing department, listing the items that it wants to be ordered from an external vendor..
This process allows users to place an order, receive supervisor approval, and most importantly, allow third-party vendors to submit price quotes..
When the purchasing manager receives the purchase requisition in this process, he can review all the information submitted by the source user. The manager simply selects whether the requisition is approved or not.
If not approved, there is a box to put the reason for the decision and the requesting department will be informed about this decision. However, if the manager gives his approval, the next step will be to request a quote from the suppliers.
From time to time, the departments of a company will need materials; the purchase requisition initiates the purchase process. The purchasing department will act according to the strength of the document.
If there is a problem, the document will serve as evidence that a department ordered the supplies with a certain communication.
Where there are no proper controls, staff may engage in fraud, as they may request materials for personal use..
With a purchase requisition there are measures in place to ensure that no fraud is practiced. The application must go through several hands to ensure its accuracy and necessity.
With the requisition orders implemented, the possibilities of fraud are avoided. Company assets are also protected.
When an organization requires that all requisitions be carried out centrally through the purchasing department, it is easy to manage the entire process.
Buyers benefit too, as they can now bundle purchases and leverage the purchasing power of the organization to negotiate better terms..
Requisition number: 00455
Date: May 15, 2018
Applicant's name: Annaliese Corvo
Position: training supervisor
Department: Personnel training
Reason for the request: The following articles are required to be used in the training course "Quality assurance", which will be given during the week of July 16 to 20, 2018.
- 01 flip chart marker case.
- 12 pencils.
- 01 flip chart with 20 white sheets: 1 meter wide x 1.5 meters long.
- 12 full-size single line notebooks.
- 06 colored whiteboard markers.
- 12 erasers.
- 12 blue ink pens.
2 quotes received from stationery suppliers are attached.
Authorized by: Alberto Moreno
Position: Human Resources manager
Human Resources Management
The production department of Confecciones Tely, S.A. You need to order different materials and fill out the purchase requisition form. This form notifies the purchasing department that these supplies are needed..
The purchasing department can approve or deny the requisition received. If approved, a purchase order will be created.
The purchase order is sent to the vendor to purchase the products. The supplier produces and delivers the products with an invoice.
The reception department receives the products and delivers the reception report to the accounting department.
If all the documents are in compliance, the accounting area issues the approval of the invoice to the cashier, indicating that the payment can be made to the supplier..
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