What is a purchase request?

A purchase request, often a purchase requisition, is an internal document that an employee uses to formally communicate an existing or future need for goods and services to the procurement department. It triggers an approval workflow so that the procurement team or the buyer can ensure that the purchase is within budget, deemed necessary, and adheres to the organization’s procurement policies.

It marks the beginning of a formal procurement process and, most importantly, the procure-to-pay process. Unlike purchase orders and invoices, a purchase request is an internal document that signals the procurement team or the purchaser that a particular internal user or department is in need of specific items or services to perform their day-to-day operations.

It covers the need in detail by describing the item or service required, quantities needed, and a desired delivery date, along with the justification for purchase. It also includes the department and budget codes, the requestor’s name, identification, and contact details. Sometimes, requestors tend to suggest vendors, although it isn’t always followed to the letter by the buyer owing to overarching procurement goals and policies.