Completing a Requisition: A Comprehensive Guide

Completing a requisition involves creating a formal request for the purchase of goods or services within an organization's procurement or purchasing system. The specific steps may vary depending on the system or software being used, but here is a general guide on how to complete a requisition:

1. Access the Procurement System:

   • Log in to your organization's procurement or purchasing system using your username and password. This system is typically accessed through a web portal or specialized software.

2. Navigate to Requisitions:

   • Once you are logged in, navigate to the section of the system where you can create a new requisition. This may be labeled as "Create Requisition," "New Request," or a similar option.

3. Start a New Requisition:

   • Click on the option to create a new requisition. Some systems may require you to select the type of requisition (e.g., purchase order, service request) at this stage.

4. Fill in Requisition Details:

   • Provide all necessary information in the requisition form. The details you need to include typically include:
     • Description of the items or services needed.
     • Quantity required.
     • Vendor or supplier information (if known).
     • Cost or budget information.
     • Any special instructions or notes.

5. Verify Information:

   • Double-check the information you've entered to ensure accuracy. Review the requisition for completeness and compliance with your organization's purchasing policies and guidelines.

6. Attach Supporting Documents (If Required):

   • If there are any supporting documents such as quotes, specifications, or contracts, you may need to attach them to the requisition.

7. Review and Approve:

   • Before submitting the requisition, some systems may require you to review and approve it. If so, carefully review all the details and confirm that they are correct.

8. Submit the Requisition:

   • Once you are satisfied with the requisition details, submit it within the procurement system. Look for a "Submit" or "Save" button to initiate the process.

9. Wait for Approval (If Required):

   • In many organizations, requisitions may require approval from higher-level personnel or managers before they can proceed. If this is the case, the requisition will be routed for approval.

10. Track the Status:

    • While waiting for approval or processing, you can usually track the status of your requisition within the procurement system. Look for a "Requisitions" or "My Requests" section.

11. Receive Approval Notification (If Applicable):

    • If your requisition requires approval, you will typically receive a notification when it has been approved. This notification may come via email or within the procurement system.

12. Further Processing:

    • Depending on your organization's procedures, the approved requisition may be used to generate a purchase order, trigger a contract, or initiate other procurement processes.

13. Record-Keeping:

    • Ensure that you retain a record of the completed requisition for your own reference and for compliance with your organization's record-keeping policies.

14. Communication with Suppliers (If Applicable):

    • If your requisition includes purchasing from external suppliers, you may need to communicate with them to place orders, negotiate terms, or provide additional information.

15. Follow Up and Tracking:

    • Continue to monitor the progress of your requisition to ensure that the requested goods or services are acquired as planned. This may involve tracking delivery dates, verifying quantities, and reviewing invoices.

It's important to note that the specific steps and terminology may vary depending on the procurement system and organization's procedures. If you are unsure about any aspect of the process, it's a good practice to consult with your organization's procurement or finance department for guidance on how to complete requisitions using their specific system.