What is Purchase Requisition Submission?
Definition
Purchase Requisition Submission is the formal act of submitting a completed purchase requisition into the approval process for validation and authorization. It marks the transition from request preparation to active review, ensuring that procurement needs are evaluated against budgets, policies, and operational priorities before any purchasing action is taken.
How Purchase Requisition Submission Works
The process begins once a requester completes a Purchase Requisition with all required details, including specifications, quantities, and estimated costs. Upon submission, the requisition enters the Purchase Requisition Workflow, where it is routed to appropriate approvers based on predefined authority levels.
Each submission triggers validation checks for completeness, budget alignment, and compliance. Only after successful approval does the requisition proceed to purchase order creation and supplier engagement.
Key Elements Verified During Submission
Accuracy of details: Complete and correct item descriptions, quantities, and pricing.
Budget alignment: Validation against departmental budgets and cash flow forecasting.
Approval readiness: Proper routing based on authorization thresholds.
Supporting documentation: Inclusion of quotes or specifications where required.
Compliance checks: Adherence to procurement and financial policies.
These validations ensure that only high-quality requisitions move forward in the procurement lifecycle.
Financial Control and Visibility
Purchase Requisition Submission is a critical control point for finance teams. Once submitted, requisitions represent potential financial commitments, contributing to more accurate tracking of future expenditures and improved cash flow forecasting.
It also enables early identification of cost expectations, supporting analysis of Purchase Price Variance and ensuring alignment with financial reporting practices such as Purchase Price Allocation and Purchase Price Allocation Model.
Impact on Procurement Efficiency
Timely and accurate submission of purchase requisitions significantly improves procurement efficiency. High-quality submissions reduce back-and-forth clarifications, enabling faster approvals and smoother transitions to purchase orders.
This efficiency directly impacts metrics such as Purchase Order Cycle Time and ensures seamless execution of downstream activities like Purchase Order Approval and Purchase Order Acknowledgment. It also minimizes disruptions such as Purchase Order Amendment and Purchase Order Cancellation.
Practical Use Cases in Organizations
Purchase Requisition Submission is used across departments to initiate controlled procurement:
Operations: Submitting requisitions for raw materials or equipment.
IT: Requesting software licenses or infrastructure upgrades.
Marketing: Initiating spend for campaigns or external agencies.
Facilities: Submitting requests for maintenance or office supplies.
In each case, submission ensures that procurement requests are formally reviewed and aligned with business objectives.
Best Practices for Effective Submission
Ensure completeness: Submit requisitions with all required details and documents.
Validate budgets early: Confirm funding availability before submission.
Standardize inputs: Use consistent formats to improve processing efficiency.
Align with policies: Follow internal procurement and approval guidelines.
Monitor submission quality: Track errors and rejections to improve future requests.
Summary
Purchase Requisition Submission is a pivotal step in the procurement lifecycle that ensures requests are formally reviewed, approved, and aligned with financial and operational goals. By enabling structured validation and visibility, it enhances cost control, improves efficiency, and supports stronger financial management.