# Purchase Requisition Justification Form Template

> Source: https://netray.co/tools/purchase-requisition-justification-form-template
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

A fill-in form that documents why something must be bought, the budget line, the supplier rationale and the approval chain.

## Category

supply-chain

## Audience

- Buyer
- Purchasing manager
- Cost center owner

## Tool

**Kind:** template

**Output:** document

**Fields:**

#### Company name

**Key:** company

**Type:** text

**Default:** Acme Precision Ltd

#### Requisition number

**Key:** req_no

**Type:** text

**Default:** PR-2026-0481

#### Date raised

**Key:** date

**Type:** date

**Default:** 2026-10-20

#### Requester

**Key:** requester

**Type:** text

**Default:** J. Alvarez, Maintenance

#### Cost center / GL account

**Key:** cost_center

**Type:** text

**Default:** CC-4120 / 6510 Repairs

#### Spend type

**Key:** category

**Type:** select

**Options:**

- Production material
- MRO
- Capital equipment
- Services
- IT / software
- Other

**Default:** MRO

#### Item or service

**Key:** item

**Type:** text

**Default:** Replacement spindle bearing set for VMC-04

#### Quantity

**Key:** qty

**Type:** text

**Default:** 2 sets

#### Estimated total value

**Key:** amount

**Type:** text

**Default:** USD 3,840

#### Needed by

**Key:** need_date

**Type:** date

**Default:** 2026-11-05

#### Business need

**Key:** reason

**Type:** textarea

**Default:** Spindle vibration on VMC-04 is above the limit set in the maintenance plan. Failure would stop the line that machines the housing family.

#### Alternatives considered

**Key:** alternatives

**Type:** textarea

**Default:** Repair in-house was rejected because the OEM bearing preload tool is not on site. A used spindle was rejected for warranty reasons.

#### Proposed supplier and reason

**Key:** supplier

**Type:** textarea

**Default:** OEM distributor. Two quotes obtained; OEM distributor is 6 percent higher but quotes 5 working days against 4 weeks.

**Blocks:**

#### Purchase Requisition Justification

**Body:** Company: {{company}}
Requisition no.: {{req_no}}
Date raised: {{date}}
Requester: {{requester}}
Cost center / GL: {{cost_center}}

#### What is being bought

**Body:** Spend type: {{category}}
Item or service: {{item}}
Quantity: {{qty}}
Estimated value: {{amount}}
Needed by: {{need_date}}

#### Business need

**Body:** {{reason}}

#### Alternatives considered

**Body:** {{alternatives}}

#### Supplier selection

**Body:** {{supplier}}

#### Budget check

**Table:**

**Columns:**

- Item
- Amount
- Confirmed by

**Rows:**

**0:** Budget available in period

**0:** Committed to date

**0:** This requisition

**1:** {{amount}}

**0:** Remaining after approval

#### Approvals

**Signatures:**

- Requester
- Department head
- Purchasing
- Finance (if over threshold)

**Notes:** Set your own approval thresholds. Attach quotes to the requisition. This is a general starting point, not legal or audit advice.

## Content

**Intro:** A requisition that says only 'need a part' bounces back to the requester three times. This form captures the need, the alternatives, the supplier reason and the budget check in one page, so the buyer can release the purchase order without a chase.

**Sections:**

#### How to use the form

**Body:** Fill the fields at the top, then write the business need in terms of an outcome: a line that stops, a safety limit crossed, a customer date at risk. Record what you considered and rejected. Export to PDF or Word and attach the quotes. The budget table is left blank on purpose because finance confirms those numbers, not the requester.

**Bullets:**

- State the cost center and GL account so the PO posts correctly.
- Give a needed-by date, not 'ASAP'.
- Name at least one rejected alternative.
- Attach quotes when the value is above your quote threshold.

#### Why justification matters for control

**Body:** Auditors and approvers look for the same four things: a real need, a competitive choice, an available budget and an approver who is not the requester. Segregation of duties means the person who raises the requisition should not also approve it or receive the goods. A written justification is the evidence that the purchase followed policy, and it speeds later reviews of single-source choices.

#### Mapping to your ERP

**Body:** Most ERPs have a requisition document with a free-text field and attachments: SAP purchase requisition (ME51N), D365 purchase requisition, Oracle iProcurement, NetSuite purchase request. Paste the business need and supplier rationale into the notes field and attach the exported PDF. If your approval workflow routes by value or commodity, make sure the amount here matches the ERP line total.

#### Common mistakes

**Body:** The usual failures are a vague need, a missing cost center, a value that excludes freight and tax, and a requisition raised after the supplier was already told to ship. Retroactive requisitions break three-way match and are the first thing an auditor samples. Raise the document before commitment, even for urgent buys, and use an emergency path with after-the-fact approval where policy allows it.

**Cta:** If requisitions in your ERP stall because approvers lack context, Netray can build an assistant that drafts the justification from item history and open orders, with a human approving every submission.

**Faq:**

#### Who should sign a purchase requisition?

**Answer:** At minimum the requester, a budget owner or department head, and purchasing. Finance or an executive signs above a value threshold your policy sets. The requester should not be the only approver of their own request.

#### Is a requisition the same as a purchase order?

**Answer:** No. A requisition is an internal request to buy. A purchase order is the commitment sent to the supplier. The requisition justifies and authorizes the spend; the PO creates the legal order.

#### Do I need three quotes for every purchase?

**Answer:** Not necessarily. Many companies set a value threshold, such as one quote below a small amount and two or three above it. Check your own procurement policy and record the reason when you skip competition.

#### Can I use this for services and software?

**Answer:** Yes. Choose the spend type, describe the scope in the item field, and add the contract term and renewal date in the business need section so the approver sees the full commitment.

## Search terms

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