Purchase Requisition Form — Free Template & Fields

A purchase requisition (PR) is an internal request to buy something — raised by the person or department that needs it, and routed for approval before any money is committed. It's the very first step of the procure-to-pay process: the PR captures *what* is needed and *why*, and once approved it becomes the basis for an RFQ or a purchase order. A good PR form is short enough that people actually fill it, but complete enough to approve without a follow-up question.

Every field on the requisition form

• PR number & date — a unique reference (ideally auto-generated) and the date raised, so the request can be tracked end to end.
• Requested by & department / cost centre — who needs it and which team's budget it belongs to. This drives the approval routing.
• Item description — exactly what's needed: spec, grade, part number and unit of measure. Vague items stall in approval.
• Quantity & estimated rate — how many, and the best estimate of unit price (last PO, catalogue or quote).
• Estimated value — Qty × rate. This is the number that should drive amount-threshold approval routing — small spends go to a manager, large ones escalate.
• Budget / GL code — the budget line or general-ledger account the spend draws from. Forces a budget check before commitment.
• Required-by date — when it's needed, so sourcing can plan lead time.
• Justification — a one-line business reason. This is what an approver actually reads to say yes or no.
• Approver(s) — who must sign off, in sequence, via your approval workflow.

How to use the form

1. The requester fills item, quantity, estimated value, budget code and a clear justification.
2. The form routes to the right approver based on amount and cost centre — not a fixed person.
3. On approval, the PR feeds an RFQ (to shop the price) or converts straight to a PO.
4. Keep the PR linked to the resulting PO, GRN and invoice so spend is traceable end to end.

Common mistakes

• No estimated value — without it you can't route by amount, so everything lands on one over-loaded approver.
• Missing budget code — the spend gets approved with no budget check, then surprises finance later.
• Weak justification — "needed urgently" tells an approver nothing; state the actual reason.
• Self-approval — the requester shouldn't be the approver. Enforce separation of duties.
• Skipping the PR entirely — buying first and raising paperwork later is exactly how maverick spend creeps in.

From requisition to PO, automatically

A paper or spreadsheet requisition form means manual routing, chasing approvers and re-keying everything into a PO. Procupy turns the requisition into a live workflow: the requester submits a guided form, the spend is checked against budget, and an approval workflow routes it by amount and department with full separation of duties and an audit trail. Approved requisitions flow straight into an RFQ, a reverse auction, or a GST-correct PO — no re-keying, no lost requests.