A requisition is a request for the purchase department. With this the purchase department shall order required goods and services for employees in specific amounts.
Generally it will be distinguished five types:
- Personal need
- Investment
- Order demand
- Warehouse demand
- Project demand
After determining the demand of goods and services the department will create a requisition and communicate this to the purchase department. Generally each employee can issue a requisition. The requisition starts the purchase process but is not a purchase order itself.
Depending on the structure of the company organisation an approval for the requisition can be required. In that case a purchase order can only be created by the purchase department after the release of the requisition.
Common information in a requisition:
- Orderer, department if necessary
- Cost center
- Item number (item description/name)
- Desired quantity and price
- If applicable: vendor and project number
Activities
- Approval required?
- Approve purchase requisition
- Activity type: Activity
- Assigned KPI: Process Time
- Compliance Status: Insufficient
- Correction required?
- Create purchase requisition
- Activity type: Activity
- Assigned KPI: Process Time
- Compliance Status: Fulfilled
- Purchase requisition approved?
- Record purchase requisition data
- Activity type: Activity
- Description: Relevant Data: Item, amount, Debtor
- Assigned KPI: Process Time
- Compliance Status: Medium
- Release purchase requisition
- Activity type: Activity
- Assigned KPI: Process Time
- Compliance Status: Insufficient
- Revise purchase requisition
- Activity type: Activity
- Assigned KPI: Process Time
- Compliance Status: Fulfilled
- Source of supply available?
- Verify correctness of data
- Activity type: Activity
- Assigned KPI: Process Time
- Compliance Status: Fulfilled
Applications
- ERP System
- Type: Application
- Compliance status: not defined
- GDPR relevance?: Yes
- Description: The company’s ERP system.
- PR tracking
- PR approval
- Order Requirement
- Type: Trigger
- Description: Orders can be necessary according to projects, planning and other situations. Whenever an order is necessary, a purchase requisition needs to be created.
- Purchase Requisition
- Type: Document
- Description: The purchase requisition created in the ERP system.
Processes
- Material requisition
- In Process: Purchase Requisitions
- Process owner: N.N.
- Process type: Subprocess
- Purchase orders
- In Process: Purchase Requisitions
- Process owner: N.N.
- Process type: Subprocess
- Assigned KPI: Process Time
- Service requisition
- In Process: Purchase Requisitions
- Process owner: N.N.
- Process type: Subprocess
Roles
- HP
- Assigned Position: Procurement
- Type: Role
- Description: Head of Procurment
- Purch
- Type: Group Role
- Description: Purchaser