Okay, let's cut to the chase. You typed "what is a requisition" into Google, probably because some process at work is confusing you or you need to get something approved. Maybe you're a new manager staring at a procurement form wondering why it exists, or an employee trying to request software. I get it – I remember feeling baffled the first time I encountered one.
At its core, a requisition (often called a "req" by folks who deal with them daily) is simply a formal request to get something done or obtain something. Think of it like raising your hand for permission before spending money or using resources. But trust me, understanding the nuances saves headaches down the line.
A few years back, I skipped a requisition for what I thought was a minor software purchase. Big mistake. Finance came knocking, my manager got involved... let's just say I learned why the process exists. Now, I'll walk you through everything – the good, the bad, and the paperwork.
Requisition 101: More Than Just Paperwork
So, what is a requisition in practical terms? It's a structured document (digital or paper) that kicks off an approval process. Its main job? To act as a checkpoint before money leaves the company or resources get allocated. They're used everywhere:
- Buying new laptops for your team? Purchase requisition.
- Need to hire a replacement? Staffing requisition.
- Requiring access to a secure database? System access requisition.
Why Bother? The Real Purpose Behind Requisitions
Organizations don't make you fill these out for fun. Here’s what the requisition process actually achieves:
- Budget Control: Stops random spending. Finance needs to know where money's going.
- Approval Trail: Creates a clear record of who said yes (or no) and why. Crucial for audits.
- Needs Verification: Forces the requester to justify *why* something is needed. (This step catches a lot of "nice-to-haves").
- Centralized Tracking: Helps Procurement or HR track requests efficiently instead of chasing emails.
My Take: The paperwork can feel tedious, I won't lie. But when you've seen departments blow budgets on unapproved purchases, or two teams accidentally buy the same expensive tool because no one tracked it, you appreciate the gatekeeping function of a requisition. It forces intentionality.
The Anatomy of a Typical Purchase Requisition (The Most Common Beast)
Since purchase reqs cause the most confusion, let's dissect one. Here’s exactly what you'll usually find, whether you're using software like SAP, Oracle, or a simple form:
| Requirement Field | Why It Matters | Common Mistakes I've Seen |
|---|---|---|
| Requester Details (Name, Dept, Cost Center) | Tells who needs it & where to charge the cost. | Forgetting cost center codes (delays everything!). |
| Item Description & Quantity | Specifics like product name, model, SKU. | Vague entries like "software license" instead of "Adobe Creative Cloud Annual License". |
| Business Justification | Critical! Explains *why* it's needed for the job. | Weak justifications like "makes work easier". Be specific: "Required for video editing on Project X launch". |
| Estimated Cost/Budget | Supplier quote or best estimate. | Guessing wildly instead of getting a real quote. |
| Vendor Information (If known) | Preferred/approved suppliers? | Not checking if a vendor contract already exists. |
| Delivery Date Needed | When you actually need the item/service. | Saying "ASAP" instead of a real date. |
| Approver Routing | Who needs to sign off (Manager, Dept Head, Finance). | Not knowing the approval chain, sending to the wrong person first. |
The Requisition Journey: Step-by-Step Walkthrough
Ever wonder what happens after you hit "submit"? Understanding this flow shows why requisitions aren't instant magic:
1Initiation: You fill out the form (often in an ERP like Workday or NetSuite, or a simple shared template). Double-check specs and justification!
2Manager Review: Your direct supervisor checks if it aligns with team goals and budget. They might ask questions. (This is where clear justification saves you).
3Department/Budget Owner Approval: Someone with P&L responsibility verifies funds exist. Can take time during budgeting cycles.
4Procurement/HR/IT Review: Experts verify specs, check contracts, ensure compliance. Might negotiate or suggest alternatives.
5Final Approval: Often Finance or senior leadership for large spends.
6Conversion: Approved purchase req typically becomes a Purchase Order (PO) sent to the vendor.
Timing Reality Check: Need a $50 cable tomorrow? A req might feel overkill (talk to your manager/Procurement about small purchase policies). But for anything substantial, starting the requisition process early is non-negotiable. Standard approval can take 3-10 business days, sometimes longer for big-ticket items or complex reviews. Plan backward from when you *actually* need the item.
Beyond Purchases: Other Requisition Types You Should Know
While "what is a requisition" often defaults to buying stuff, they come in many flavors:
1. Staff Requisitions (The Hiring Pipeline)
Triggered when a manager needs to fill a role (new or replacement). This requisition justifies the position, defines the role, salary range, and starts the recruitment machine. Delays here mean longer hiring times.
2. IT/System Access Requisitions
Need Salesforce access? Software license? A VPN? Security teams use these to control permissions and audit access. Includes justification and manager approval.
3. Facility/Equipment Requisitions
Requesting lab equipment, a new workspace, or machinery maintenance. Often involves safety/compliance checks.
| Requisition Type | Primary Goal | Who Typically Approves | Pain Point I've Noticed |
|---|---|---|---|
| Purchase Requisition | Obtain goods/services | Manager, Finance, Procurement | Slow vendor setup for new suppliers |
| Staff Requisition | Fill a job position | HR, Dept Head, Budget Owner | Salary band mismatches causing rework |
| IT Access Requisition | Grant system permissions | Manager, IT Security | Over-provisioning access by default |
| Facility Requisition | Allocate space/resources | Facilities Manager, Dept Head | Hidden costs (power, installation) |
Requisition Failures: How to Avoid Common Pitfalls
Having processed and submitted hundreds, here are the top reasons requisitions get rejected or delayed, and how to dodge them:
- Incomplete Info: Missing cost center, vague descriptions, no quote. (Fix: Use a checklist before submitting).
- Weak Justification: "Need it" isn't enough. Explain the business impact: delays avoided, revenue generated, compliance met. (Tip: Frame it as solving a problem).
- Wrong Approver: Sending it to someone without budget authority. (Ask Procurement/HR for routing rules).
- Ignoring Policy: Trying to buy non-approved items/services. (Check your company's vendor list first!).
- Last-Minute Rush: Submitting for urgent needs without prior warning. (Build buffer time into projects).
I once submitted a req for specialized design software without checking if it was already included in an enterprise license we had. The rejection email was swift, and I learned to always consult IT asset management first.
Digital vs. Paper: The Modern Requisition Landscape
Gone are the days (mostly) of triplicate paper forms. Modern requisition processes live in:
- ERP Systems: SAP, Oracle, Microsoft Dynamics. Robust but often clunky for users.
- Procurement Software: Coupa, Procurify, Spendwise. More user-friendly, better workflows.
- Custom Intake Forms: Built in tools like ServiceNow, Jira Service Management, or Microsoft Forms.
- Email/Shared Drives (The Risky Route): Still common in smaller firms, but audit nightmares.
My Experience: Using a dedicated procurement tool beats email chains hands down. Searches are easier, statuses are clear, and approvals happen faster. But even the slickest software won't save you if your req details are junk. Garbage in, garbage out.
Requisition FAQs: Your Burning Questions Answered
Q: What's the difference between a Requisition and a Purchase Order (PO)?
A: Think of the requisition as the *internal request* ("Hey company, can I buy X?"). The PO is the *external contract* sent to the vendor *after* approval ("Vendor, supply us X at Y price"). No req (usually), no PO.
Q: Can a requisition be denied? What then?
A: Absolutely. Common reasons: budget constraints, poor justification, non-compliance, duplicate requests. If denied, ask for specifics and revise if possible. Sometimes it's about timing – resubmit next quarter.
Q: How long does the whole requisition to PO process take?
A: This varies wildly. Simple, low-cost reqs with pre-approved vendors? Maybe 24-48 hours. Complex, high-value, or new vendor setups? 1-3 weeks is common. Factor in your company's approval hierarchy and fiscal calendar (month/quarter-end slows things).
Q: Do I need a requisition for everything? Even small stuff?
A: Most companies have a "petty cash" or "procurement card" threshold (e.g., under $250). Below that, you might just need manager email approval. Know your company's policy! Submitting tiny reqs clogs the system.
Q: What happens if I bypass the requisition process?
A: Pain. Consequences range from reimbursement delays (if you paid personally) to denied payment for invoices, policy violations on your record, or even the vendor not getting paid (damaging relationships). Seriously, don't skip it.
Key Takeaways: Mastering the Requisition
Understanding what a requisition is is step one. Using it effectively is the goal. Remember:
- It's a control mechanism, not just bureaucracy. Respect its purpose.
- Details matter. Be specific & thorough in your request.
- Justification is king. Connect the request to business outcomes.
- Know your company's process, tools, and approval chains.
- Start early. Build requisition time into project plans.
- Digital tools help, but your input quality drives success.
Getting comfortable with requisitions makes you a smoother operator. Yeah, they can be annoying, but mastering this process saves you time, hassle, and awkward finance conversations later. Trust me on that one.
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