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

A purchase requisition is internal: an employee asks the business to buy something and a manager approves it. A purchase order is external: the business instructs a vendor to supply the goods at agreed rates and terms. The requisition has no contractual effect and is never sent to the supplier; the purchase order is a binding order once the vendor accepts it. One approved requisition usually leads to one purchase order.

Who approves a purchase requisition?

Whoever holds the spending authority for that department or amount: the owner in a small firm, the department head or purchase manager in a larger one. Many businesses set limits, for example the site in-charge up to ₹10,000 and a partner above that. Print the approver's name and designation on the form so that the accounts team can see the approval was within authority.

Is a purchase requisition sent to the vendor?

No. It is an internal document, and it often contains information you would not share with a supplier, such as the budget, the estimated rate or a competing vendor's name. Once the requisition is approved, the purchase desk prepares a purchase order with the negotiated rate and sends that to the vendor. Some businesses use the requisition to collect quotations first, but the form itself stays inside.

Can a purchase requisition be converted to a purchase order?

In VyaparKit you create the purchase order from the approved requisition's details: choose the vendor, add the items with the agreed rate and enter the PR number in the reference field so the two are linked in your records. The purchase order can then be converted to a goods receipt note when the material arrives and to a purchase bill when the vendor invoices.

Why does a small business need purchase requisitions?

Because verbal requests are the main source of duplicate purchases, unexplained bills and arguments about who authorised what. A one-page requisition takes two minutes, tells the owner what is being bought and why before money is committed, and gives the accountant the link between a vendor bill and a business need. It also becomes useful evidence if a vendor bill or an ITC claim is later questioned.

Can one requisition include items from different vendors?

Yes. The requisition is about the need, not the supplier, so a requester can list everything the department needs this week on one form. The purchase desk then splits it into separate purchase orders per vendor, each quoting the same PR number. If you prefer, note the suggested vendor against each line so the split is obvious.

Purchase Requisition

Raise an internal purchase requisition with items, quantities, justification and approval, then convert it to a purchase order. Free PDF download.

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In short

A purchase requisition is an internal form in which a staff member asks the business to buy goods or services, listing the items, quantity, estimated cost, the reason, and the approval of a manager or owner. VyaparKit's Purchase Requisition tool creates that form with requester, department, item lines and an approval block, numbers it in a PR series, and downloads a PDF. Free accounts get 5 business documents a month.

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Create a Purchase Requisition in under a minute

Sign in once with Google or email. Your business name, GSTIN, logo, bank details and saved customers fill in automatically. Download a PDF or share a link on WhatsApp. 5 documents a month are free, forever.

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✓Beautiful PDF with your logo and details
✓GST calculated automatically where applicable
✓Saved customers, vendors and items, so no retyping
✓Share link with WhatsApp button and UPI QR
✓Converts to related documents in one click

About the purchase requisition tool

A purchase requisition comes before a purchase order. The site engineer needs cement, the lab needs reagents, the sales team wants a new laptop; each of them raises a requisition, someone approves it, and only then does the purchase desk place an order with a vendor. In a small business the owner is often the approver, but the form still matters: it records who asked for what and why, stops duplicate purchases, and gives the accountant a paper trail that connects the vendor's bill to a need.

Without a form, requests arrive on WhatsApp and get lost, quantities are guessed, and the same item is ordered twice by two people. VyaparKit's Purchase Requisition captures requester name and department, the date needed by, the items with quantity, unit and estimated cost, a preferred vendor if known, and the justification. It has a signature block for the approver with an approved or rejected status, and the PR number, such as PR/26-27/0021, can be quoted on the purchase order that follows.

Once approved, raise the purchase order from your saved vendor and items with the PR number in the reference field. The purchase order then converts to a goods receipt note when the material arrives and to the purchase bill when the vendor invoices, so one requisition can be traced through to payment.

How to make a purchase requisition in VyaparKit

1
Enter the requester
Open Purchase Requisition and fill the requester's name, department or site, the date and the date by which the material is needed.
2
Add the items
Click Add line for each item, with description, quantity, unit and estimated rate. Pick from saved items to reuse the description and HSN, or type new ones.
3
Give the reason and vendor
Write the justification, such as 'stock below reorder level' or 'client project XYZ', and name a preferred vendor from your vendor list if you have one.
4
Set up approval
Enter the approver's name and designation. The form prints an approval block with approved and rejected options and a space for remarks.
5
Create and circulate
Click Create and Download PDF. Send it to the approver on WhatsApp or print it for signature. When approved, create a purchase order and quote the PR number in its reference.

What a purchase requisition form should contain

PR number and date, and the department or site raising it.
Requester's name and designation, and the person who will use the material.
Item lines: description, specification or part number, quantity and unit, estimated rate and total.
Required-by date and delivery location, especially for site deliveries.
Justification or purpose, and the project or cost centre to charge.
Suggested vendor and any quotation reference already obtained.
Approval block with the approver's name, signature, date and remarks, and a status (approved, rejected, on hold).
Budget check or spend limit, if your business sets one per department.

Who uses the purchase requisition

Civil contractor in Surat

Site supervisors raise requisitions for steel and cement with the site name and required date; the owner approves on the phone and the office raises the purchase order the same day.

Pathology lab in Chennai

Technicians request reagents and consumables against a monthly budget, and the lab manager's approval is on record before the vendor is called.

Hotel in Udaipur

Kitchen, housekeeping and maintenance each raise their own requisitions so that the purchase manager can club items for one vendor and negotiate a better rate.

Two-partner trading firm in Kolkata

Either partner can approve a requisition, and the form records who approved what, which avoids friction when the bill arrives.