Raising Purchase Requisition – Do’s & Don’ts
Mastering the Art of Smart Procurement Requests
In any organization, the purchase requisition (PR) process plays a vital role in ensuring smooth procurement. It is the very first and one of the most crucial steps in the purchasing lifecycle. A properly raised purchase requisition ensures timely procurement, avoids budget leaks, and improves overall operational efficiency. However, mishandling this process can lead to delays, audit issues, unnecessary costs, and even vendor dissatisfaction.
This blog provides a deep dive into the Do’s and Don’ts of raising a purchase requisition that every admin, facility manager, or procurement executive should know.
🔍 What is a Purchase Requisition?
A purchase requisition is an internal document generated by an employee or department to request the procurement team to purchase goods or services. It includes essential details such as item descriptions, quantities, estimated prices, purpose, vendor (if known), and the cost center.
It's important to note that a PR is not a purchase order. It's merely a request — subject to approval — that kickstarts the purchase workflow.
✅ Do’s of Raising a Purchase Requisition
1. Understand the Requirement Clearly
Before raising a PR, always ensure that you have a clear understanding of what is required:
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What product/service is needed?
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What quantity is required?
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Why is it needed?
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When is it needed?
Clarity avoids confusion and prevents incorrect purchases.
2. Check the Existing Inventory
Many organizations raise PRs without checking available stock. This leads to duplicate purchases and inventory pile-up.
Pro tip: Coordinate with the store/admin team to check if the item is already in stock or available in another branch.
3. Provide Detailed Specifications
Generic descriptions like "laptop," "printer," or "stationery" lead to miscommunication. Be specific:
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“Dell Latitude 3540, i5 13th Gen, 8GB RAM, 512GB SSD” is better than just “Laptop.”
Use model numbers, quantity, brand preferences, and technical requirements.
4. Attach Vendor Quotation (if available)
If you have identified a vendor or received a quotation, attach it with your PR. This helps the procurement team evaluate and negotiate better, ensuring faster turnaround.
5. Specify the Purpose/Justification
Approvers need to know why the purchase is needed. Whether it's for:
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New employee onboarding
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Preventive maintenance
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Office renovation
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Emergency repair
A justification gives context and speeds up approval.
6. Mention Budget Code/Cost Center
Always include the cost center or department budget the expense should be charged to. This ensures transparency and budget control.
7. Follow the Approval Workflow
Ensure that the PR is routed through the correct chain of approvals — your department head, finance, admin, or top management as per company policy. Use your ERP or PR system properly.
8. Review Before Submission
Before hitting ‘submit,’ double-check:
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Spelling and numbers
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Dates (required by)
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Attached documents
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Correct vendor details
❌ Don’ts of Raising a Purchase Requisition
1. Don’t Raise PRs for Personal or Unjustified Needs
Using official channels for unofficial or personal purchases is a serious ethical and policy violation. It can lead to disciplinary action and audit red flags.
2. Avoid Last-Minute or Emergency PRs Without Cause
"Emergency" requisitions disrupt workflow and often cost more due to rush orders. Plan ahead unless it is genuinely urgent (like fire extinguisher refill or power outage).
3. Don’t Raise PRs Without Budget Approval
Every PR must align with approved budgets. Never assume funds are available unless formally confirmed.
4. Don’t Skip Necessary Documentation
Missing quotation, incomplete descriptions, or unfilled columns can cause the PR to be rejected or returned. Always provide supporting documents and remarks.
5. Don’t Choose Vendors Without Procurement Involvement
Avoid suggesting or finalizing vendors independently unless company policy allows it. Let the procurement team compare, negotiate, and choose.
6. Avoid Raising Duplicate Requisitions
If a PR is already under process, don’t raise another for the same item. It creates confusion, double orders, and vendor issues.
7. Don’t Ignore Company Purchase Policy
Every organization has defined guidelines – like minimum quotation requirements, approval hierarchy, and payment terms. Ignoring these can delay processing.
8. Never Raise Incomplete PRs
An incomplete requisition (missing item details, quantity, justification) may get rejected immediately. This reflects poorly on your process understanding.
📌 Standard Format of a PR (Suggested Fields)
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Requester Name and Department
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Date
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Item Name & Description
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Quantity
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Purpose/Justification
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Estimated Cost
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Cost Center/Budget Code
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Required By Date
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Vendor Quotation (if available)
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Attachments
🛠 Tools for Raising PRs
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Excel/Google Forms: Useful for small companies or offline PR process
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ERP Systems: SAP, Oracle, Zoho Inventory, etc.
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Procurement Tools: Coupa, Kissflow, Freshservice, etc.
🔒 Compliance & Audit Readiness
Properly documented and approved PRs are crucial for internal audits and government compliance. It protects both the requester and the company during expense justification.
💡Tips From Our Side :
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Maintain a PR tracker to follow up on approvals and deliveries.
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Keep a copy of approved PR for your records.
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If rejected, understand the reason and correct it.
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Use predefined PR templates to save time.