Request supplies in one place so orders are approved, combined and tracked.
Without a process, supplies are bought in small, urgent orders at higher cost, or run out at the worst moment. A requisition form brings requests together and gives you a record of spending by team.
Keep the list of standard items short and visible so people choose from what you already stock.
11 items. Use it on screen, or print it and fill it in by hand.
A clinic’s admin team collects requisitions until Thursday: toner, two boxes of gloves and printer paper. The office manager approves them against the monthly budget, places one order, and records delivery the following Tuesday.
A requisition separates the person who asks for an item from the person who approves the spend, a basic control that keeps small purchases from adding up unseen. The delivery section adds the receiving check that should happen before an invoice is paid.
| Requester | Tasha, claims team, Keystone Insurance Agency, Harrisburg; Oct 6 |
|---|---|
| Item | Black toner for the second floor printer, model from its label |
| Quantity | 2 cartridges |
| Needed by | Oct 10 |
| Estimated cost and cost center | $178, claims office supplies 6100 |
| Approved | Grant, office manager, Oct 6 |
| Received | Oct 9 by Jill, complete |
Tasha copied the cartridge model from the printer’s label instead of guessing, which avoids ordering toner that does not fit. The cost center charges the claims budget, not general office, so each team’s spending stays visible.
The team manager or office manager.
Allow an exception route with approval after purchase.
Either works.
Yes, if you record cost centers.
A requisition is the internal request that asks for approval to buy something. A purchase order is the document sent to the vendor once the request is approved. Small offices often skip the purchase order and order online, but the requisition still records who asked and who approved.
Many offices set a limit, such as standard catalog items under a set dollar amount, that the office manager can order without sign-off. Even then, record the cost center on the form so the spend lands in the right budget. Anything outside the standard list still goes through approval.
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