Purchase Requisitions

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Type: RACI
Purchase Requisitions

Diagram Content

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

  1. Approval required?
    • Activity type: Decision
  2. Approve purchase requisition
    • Activity type: Activity
    • Assigned KPI: Process Time
    • Compliance Status: Insufficient
  3. Correction required?
    • Activity type: Decision
  4. Create purchase requisition
    • Activity type: Activity
    • Assigned KPI: Process Time
    • Compliance Status: Fulfilled
  5. Purchase requisition approved?
    • Activity type: Decision
  6. Record purchase requisition data
    • Activity type: Activity
    • Description: Relevant Data: Item, amount, Debtor
    • Assigned KPI: Process Time
    • Compliance Status: Medium
  7. Release purchase requisition
    • Activity type: Activity
    • Assigned KPI: Process Time
    • Compliance Status: Insufficient
  8. Revise purchase requisition
    • Activity type: Activity
    • Assigned KPI: Process Time
    • Compliance Status: Fulfilled
  9. Source of supply available?
    • Activity type: Decision
  10. Verify correctness of data
    • Activity type: Activity
    • Assigned KPI: Process Time
    • Compliance Status: Fulfilled

Applications

  1. ERP System
    • Type: Application
    • Compliance status: not defined
    • DSGVO relevance?: Yes
    • Description: The company’s ERP system.

Input/Output

  1. PR tracking
    • Type: Tool/Database
  2. PR approval
    • Type: Tool/Database
  3. 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.
  4. Purchase Requisition
    • Type: Document
    • Description: The purchase requisition created in the ERP system.

Processes

  1. Material requisition
    • In Process: Purchase Requisitions
    • Process owner: N.N.
    • Process type: Subprocess
  2. Purchase orders
    • In Process: Purchase Requisitions
    • Process owner: N.N.
    • Process type: Subprocess
    • Assigned KPI: Process Time
  3. Service requisition
    • In Process: Purchase Requisitions
    • Process owner: N.N.
    • Process type: Subprocess

Roles

  1. HP
    • Assigned Position: Procurement
    • Type: Role
    • Description: Head of Procurment
  2. Purch
    • Type: Group Role
    • Description: Purchaser

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