Purchase requisition là gì

     

Purchase requisitions and purchase orders (“POs”) are both key documents in an efficient procurement process for any business. They allow teams to lớn plan purchases adequately, plan budgets, & provide proof of spending in case of financial audits.

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Yet many business owners are unfamiliar with each document & their specific roles within the purchasing process. As a result, people either misuse these documents or don’t use them at all.

Let’s break down the basics of the procurement process by exploring the difference between purchase requisitions & purchase orders.

What is a purchase requisition?

A purchase requisition is a document that an employee within your organization creates to lớn request a purchase of goods or services.

When you fill out a purchase requisition, you are not yet purchasing anything. You are merely beginning the process of a purchase by asking for internal permission.

This document is used when an employee in your organization makes an order request if a need arises for certain goods or services.

The employee’s manager – or anyone in charge of purchases at your company – is notified that the employee has made an order request once they receive sầu the requisition.

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A typical purchase requisition khung used to secure internal approval for a purchase request.

Purchase requisitions outline the details required before completing a purchase, should it be approved, such as:

Product description và quantityName of vendorPriceName & department of purchaser

Purchase requisitions rarely (if ever) leave sầu your organization. Employees use these internal documents to lớn obtain permission. As such, they are not a legally binding document.

Not all companies use purchase requisitions in their procurement process. In other cases, some companies require a purchase requisition for purchases going over a mix dollar amount.

Additionally, the accounting department uses this document khổng lồ plan for future spending. It’s much easier lớn avoid costly mistakes if you check the budget prior khổng lồ approving a purchase.

Why bởi vì you need purchase requisitions?

Purchase requisitions detail out all the details of an order that your organization needs to make. So why not just skip the purchase requisition & go straight lớn the purchase order?

They help detect và prevent fraud in your organization. The more steps involved in the procurement process, the more likely someone will sniff out a fraudulent purchase if it does happen.They give sầu Finance more direct control over purchasing. If someone from outside of the department needs to purchase something, they can fill out a purchase requisition và submit it to the head of purchases. This way, the same department oversees every purchase your organization makes.

How does a purchase requisition work?

Purchase requisitions are first filled out by an employee who sees the need for a hàng hóa or a service. The employee fills in all the details, including the price, suggested vendor, và the specifics of the goods or services. The document is then sent khổng lồ the purchasing department for approval.

Let’s say you are running a manufacturing company. You have a team of mechanics who do routine inspects and fixes on your drills, saws, & other machinery. If one of your mechanics finds out about a new type of equipment that would make their lives easier for routine checkups – equipment that your company has never purchased before – they could fill out a purchase requisition without needing to lớn ask for permission first.

The mechanic files the completed form to lớn the purchasing department. They take care of approving or denying the request for new equipment. Because the equipment is high-over, the head of purchases would check in with the finance department first to lớn make sure this is a feasible dem&.

What is a purchase order?

Also known as a PO,the purchase orderis a document outlining the details of an actual purchase.

The purchasing department creates the purchase order once a purchase requisition has been approved. If an organization does not use purchase requisitions, other employees may fill in purchase orders for approval as well.

Unlượt thích a purchase requisition, the purchase order is an external document. Purchasing sends it lớn the vendor as a set of instructions for how khổng lồ fulfill your order và process your payment.

lưu ý that POs are not the same as invoices — they are not a prompt for payment.

And once a purchase order form has been finalized & approved by the buyer and vendor, it becomes a legally binding document.

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A sample purchase order sent khổng lồ the vendor corresponding lớn the above sầu purchase requisition.

POs include everything the vendor needs lớn know to lớn fulfill the order và everything your company needs khổng lồ document the purchase:

Name of your companyName of the employee making the orderDate of PO creationQuantity and price of goodsPayment termsSignature of all involved parties

How vì chưng purchase orders work?

Your organization creates purchase orders only when it wants to go ahead and officially purchase goods or services. When it has an approved purchase requisition, the purchasing department can create a PO from the information in the requisition. If the PO exceeds a mix dollar amount, most companies demvà approval of the VP. before finalizing the document to lớn skết thúc over khổng lồ the vendor.

Let’s go back to our manufacturing company. Management decides to approve the mechanic’s purchase requisition for new high-kết thúc equipment.

From there, an employee from the purchasing department would fill in a PO. However, because the equipment will cost over $10,000, a VP must approve sầu the PO before the purchase can be made.

The VPhường takes a look at the PO, approves it, & sends it baông xã lớn the purchasing department, who takes care of sending the PO to the vendor and lớn their own accounting department.

Once the vendor receives & signs the document, the PO becomes legally binding. Now everyone – the mechanic, the purchasing department, the VPhường., the accounting department, the vendor – is in the loop and has read the same terms & conditions for a purchase.

So once the company receives their new equipment on a specific date, they’ll be expecting it.

What is the difference between a purchase requisition và purchase order?

Let’s quickly go over how each document differs:

FeaturePurchase RequisitionPurchase Order
What is it?Request for a purchaseConfirmation of an order
Who creates it?Any employeePurchasing department or head of a department
When is it sent?When an employee sees a dem& for goods or servicesWhen an order needs khổng lồ be placed for goods and/or services
Who receives it?Head of department and/or purchasing departmentVendor
What info does it contain?– Date requisition is created– Requisition number– Name of employee making requisition– Description of items needed– Number of items and price– Suggested vendor information– Date PO is created– PO number– Name of buyer– Description of items or service being purchased– Number of items & price– Payment terms– Billing and shipping addresses– Delivery date

The role of purchase requisitions and purchase orders in an efficient process

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Purchase Requisitions and Purchase Orders are independent parts of the procurement process

Whether you are a vendor or purchaser, your company can benefit from making your procurement process more efficient for all parties involved.

Without phối rules & processes in place, employees waste lots of time running after lost information or fixing mistakes caused by misplaced paperwork.

One simple way lớn do this is by implementing easy lớn use, electronic purchase requisition and PO templates in your processes using procurement automation software.

Think of it this way – you need khổng lồ spover your resources in the right place if you want to stvà out và grow your business. Today, business process automation tools are readily available to give employees a head start even when they aren’t programmers.

By staying behind và constantly running around lượt thích a headless chicken to lớn stay on top of who purchased what và when, you’re wasting a ton of resources. In the meantime, others will catch up lớn you.

Let’s bring bachồng the manufacturing company as an example. If you’re using old school procurement processes, all of the resources you waste on procurement are resources you’re taking away from creating a positive client experience. Nowadays, there are plenty of modern manufacturing companies that your client can go to lớn if you can’t give sầu them the unique of service they know they can get elsewhere.

Here’s how this relates khổng lồ another type of process – Netflix is changing the way people consume truyền thông media content. Now, more & more networks are offering similar streaming services lớn remain relevant.

The same goes for automation.

Streamline your procurement process

It’s hard to run a business. Challenges will crop up everyday from an unsatisfied customer lớn an unexpected expense. Instead of chasing paperwork, you want employees to focus on customers & strategic matters.

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Global trends strongly favor automation. Automate your everyday procurement processes using things lượt thích a purchase order workflow solution – the benefits may surprise you.

Wrapping it Up

From mid-sized companies to lớn giant enterprises, so many businesses need to use purchase requisition forms and PO forms to their advantage khổng lồ save sầu resources, plan their finances more efficiently, và even protect themselves in cases of financial audits.

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Without purchase requisitions & their accompanying POs, it can become a free-for-all in your procurement process – the costs of such mistakes can range from annoyances to lớn major catastrophes.


Chuyên mục: Kinh doanh online

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