Purchase Requisition

About this template

When to use it

A two-page internal form on which an operating department asks Purchasing or General Affairs to buy something. It runs the opposite way to a quotation: a quotation comes to you from the seller, while this one travels upward inside your own organization. Hence the approval strip, the attachment checklist, and a block at the foot only Purchasing fills in.

What is in the file

• The running header “Purchase requisition PUR-02 · keep 5 years after acceptance”, and a footer saying the requesting department fills it in, routes it for approval, then sends it to Purchasing.
• The form code [Purchasing Form No. 2], the title Purchase Requisition and the subtitle “( filed with Purchasing after approval )”.
• A top table — Request No. · Date of request · Required by · Requesting dept. — and an approval strip of Requested · Team lead · Budget officer · Purchasing approval, under the note “※ Shaded cells are filled in by Purchasing. Requesters leave them blank.”
• Page 1: Ⅰ. Requesting department and contact / Ⅱ. Request type (mark the □ that applies) / Ⅲ. Request details.
• Page 2: Ⅳ. Budget required / Ⅴ. Delivery schedule / Ⅵ. Attachment checklist / Ⅶ. Requester’s declarations, then the Purchasing block with Received · Order No., Purchasing review and Order outcome (□ Ordered □ Needs action □ Rejected).

Filling order

1. Required by in the top table is the date you must have the goods in hand. Count backwards through ordering and delivery to set it. As the closing note says, Purchasing replies on whether the order was placed within 7 business days of the request date.
2. Ⅰ. Requesting department and contact — department, Title · Name, Contact · Ext. and, importantly, “Deliver to”. Leave the location blank and someone has to chase you after the goods arrive.
3. Ⅱ. Request type — mark Purchase type, Contract method, Urgency and Asset registration. Ticking “□ To be registered (asset No. requested)” is how you ask for an asset number at the same time.
4. Ⅲ. Request details has two columns, Field and What is requested, over three rows: 1. Reason for the purchase and its use / 2. Items and specifications / 3. Budget and supplier. The right column is deliberately wide — put item, spec, quantity and unit price on separate lines, and note the number of continuation sheets in the line below.
5. Ⅳ. Budget required arrives pre-filled: Amount requested (VAT incl.) KRW 4,820,000, Budget balance left KRW 18,400,000, Required by 2026-04-30, Suppliers quoted 3. Change the values, put a quotation number or a budget-ledger page in Quote basis, and the date the figure is confirmed in Spend date.
6. Ⅴ. Delivery schedule runs Request received · Quote review · Order placed · Receipt & acceptance. Fill Planned and Owner now; fill Actual as it happens and the table becomes the history.
7. Ⅵ. Attachment checklist lists six rows — 3 quotations, Item specification, Budget spending plan, Unit price comparison, Supplier registration, Stock check — each marked “□ Attached □ N/A”.
8. Tick the three lines of Ⅶ, sign, and send it up. The Purchasing block at the foot is not yours to complete.

Where approval stalls

• Urgency marked urgent with the reason left blank. Urgent handling shortens the process, so the reason is the justification.
• A required-by date shorter than the approval cycle itself. Seven business days for a reply is stated in the document; add ordering and delivery on top of that when counting back.

Common mistakes

• Not copying the specification exactly as the manufacturer writes it. The same name over a different model is the commonest cause of a return, and the first declaration in Ⅶ aims squarely at it.
• Leaving the budget account and the remaining balance empty. With no balance the request does not pause — it comes back.
• One quotation and no comparison sheet. For a single-source purchase, mark it under Contract method in Ⅱ and give the reason and the governing rule in the third row of Ⅲ.
• Ticking “□ Not registered (consumable)” for something that is an asset. Fixing it after receipt means waiting for the next physical inventory.