Purchase Requisition

Purchase Requisition records internal requests for items before they become Purchase Orders.

Menu Route

Procurement Requests & Receiving

/form/purchaserequisition

Main Flow

  • User creates requisition for needed products.
  • Approver reviews request and changes status when approval is used.
  • Approved requisition can be converted into Purchase Order.
  • Processed requisition keeps traceability between request and PO.

When to Use This Form

  • When departments request products before purchasing orders them.
  • When company needs approval before supplier order.
  • When purchasing wants a clear trail from request to PO.
  • When requested quantity, department, and purpose need to be tracked.

Prerequisites Before Entry

  • Products, units, division, department, and requester data are prepared.
  • Approval roles are understood when requisition approval is used.
  • The requested date and needed date are known.
  • Users know whether requisition will be converted fully or partially into PO.

Quick Entry Workflow

  1. Open Procurement / Requests & Receiving / Purchase Requisition.
  2. Fill header information such as division, department, date, requester, and notes.
  3. Add product lines with unit, requested quantity, department, and memo.
  4. Save as draft or submit according to company workflow.
  5. After approval, create Purchase Order from the requisition when purchasing is ready.

Purchase Requisition Detail

  • Detail lines define what products are requested.
  • Requested quantity becomes the basis for Purchase Order creation.
  • Department helps purchasing understand where the item is needed.
  • Memo should explain special needs or urgency.

Create Purchase Order from Requisition

  • Only approved or allowed requisitions should be converted.
  • The PO uses remaining quantity that has not been processed.
  • Users should check supplier and price again in Purchase Order.
  • Partial processing is possible when only part of requested quantity is ordered.

Header Fields

Field Explanation
Division and Department Unit requesting the products.
Requester User or employee who requests the items.
Date and Needed Date Request date and expected need date.
Status Draft, pending, approved, processed, or canceled depending on workflow.
Memo Reason or business need for the request.

Purchase Requisition Detail

Column Explanation
Product Requested product.
Unit Requested unit.
Quantity Quantity requested by the department.
Department Department that needs the item.
Memo Detail note such as urgency or specification.

Checklist Before Saving

  • Requested products are active and correct.
  • Quantity and unit match the actual need.
  • Department and requester are correct.
  • Memo explains why the item is needed.
  • Approval status follows company policy.

Validation and Save Impact

  • Requisition stores request history and status.
  • It does not post inventory or payable.
  • Purchase Order can read requisition details for purchasing follow-up.
  • Reports can compare requested, ordered, and remaining quantities.

Common Issues

  • Cannot create PO: check requisition status and remaining quantity.
  • Product is missing: check product active status and access rights.
  • Quantity is wrong: check unit and remaining quantity.
  • Approval not visible: check user role and approval settings.

Quick Create from Search Fields

Supplier

Available on the Supplier field in the requisition detail. If the proposed supplier does not exist yet, click + to create it, then select it again on the same requisition line.

Product

Available on the Product field inside Purchase Requisition Detail. If the item has not been registered yet, click + and continue the estimated quantity and price entry on the same row.