Internal Purchase Requisition Template
Purchase requisition vs. purchase order
| Purchase Requisition (PR) | Purchase Order (PO) | |
|---|---|---|
| Issued by | Employee or requesting department | Procurement |
| Purpose | Request approval to buy | Confirm the order to the vendor |
| Sent to | Manager / management | Vendor |
| Legally binding | No | Yes |
When do you need a PR?
An internal purchase requisition is usually the first step in the procurement cycle. Employees need one when they:
- Require materials or equipment for their department
- Request services from an external vendor
- Need to replenish depleted stock
- Request purchase of a new fixed asset
PR template contents
Request header
| Field | Description |
|---|---|
| Request number | Unique sequential ID (e.g. PR-2026-001) |
| Date | Submission date |
| Department | Requesting department |
| Requester | Employee name |
| Priority | Urgent / Normal / Low |
| Justification | Business reason for the purchase |
Required items or services
| # | Description | Qty | UOM | Est. unit price | Notes |
|---|---|---|---|---|---|
| 1 | Color laser printer | 2 | unit | SAR 3,500 | Office use |
| 2 | OEM toner cartridges | 10 | box | SAR 250 | Mixed colors |
| 3 | A4 copy paper | 50 | ream | SAR 18 | 80 gsm |
Estimated total
| Line | Amount |
|---|---|
| Subtotal | SAR 10,400 |
| VAT (15%) | SAR 1,560 |
| Estimated total | SAR 11,960 |
Approval routing
Requester → Line manager → Department head → Procurement
↓ ↓ ↓ ↓
Submit Review Approve ExecuteSignatures
| Stage | Name | Signature | Date | Decision |
|---|---|---|---|---|
| Requester | — | |||
| Line manager | Approve / Reject | |||
| Department head | Approve / Reject |
Tips for employees
- Clear justification: Explain why the items are needed.
- Estimate prices: Gather indicative quotes before submitting.
- Use priority honestly: Do not mark everything “urgent.”
- Attach documents: Quotes or specifications when available.
Tips for managers
- Check the budget: Confirm the request fits available budget.
- Check stock: Items may already exist in the warehouse.
- Avoid approval delays: Slow approvals block work and frustrate staff.
Automate PRs with Waqti
Waqti turns this paper flow into a smooth digital process:
- Submit requests from mobile or desktop
- Instant manager notification on new requests
- One-click approval
- Automatic conversion from PR to PO
- Real-time status tracking