Free Purchase Requisition Form (Excel)
A printable A4 purchase requisition in Excel for requesting approval before buying — with automatic estimated totals, supplier quotes and a four-step approval chain.
Download the Purchase Requisition Form (.xlsx)Designed and tested for Microsoft Excel. Prints on A4. General template only, not accounting or tax advice.
What’s inside
- Request details — requester, department, budget or cost code, request and required-by dates, delivery location and a “within budget?” field.
- 10 item lines — description, unit, quantity and estimated unit price, with automatic line totals, subtotal, optional VAT and total.
- Supplier quotes — space for three quotes with reference, amount and the one selected.
- Form check — flags text or negative values, an invalid VAT rate, dates in the wrong order or more than one supplier selected.
- Approval chain — requester, department head, finance and final approval, plus a purchasing box for the PO number.
How to use it
- Describe the need. Fill in the request details and explain why the items are needed.
- List the items precisely. Include size, model or specification so the right thing is ordered.
- Add quotes if you have them. Mark the recommended supplier as Selected.
- Check and submit. Make sure the Form check reads OK, then print or save as PDF for approval. Purchasing adds the PO number once ordered.
Where it fits
Requisition → approval → purchase order → delivery and invoice → payment request → payment
The requisition controls spending before it happens; the payment request controls the payment afterwards. Using both gives a clear record from request to payment.
Frequently asked questions
What is a purchase requisition?
An internal request for approval to buy goods or services. It is completed before anything is ordered so the purchase can be checked against the budget.
Is a requisition the same as a purchase order?
No. The requisition is internal. Once it is approved, purchasing issues a purchase order (PO) to the supplier and records the PO number on the form.
How many supplier quotes do I need?
That depends on your organisation’s purchasing policy — many require more quotes for larger amounts. The form has space for three.
Why are the prices “estimated”?
The requisition is raised before ordering, so prices are estimates or quotes. The final amount appears on the supplier invoice.
Does it work in Google Sheets?
The form is designed and tested primarily for Microsoft Excel. It can be opened in other spreadsheet applications, but some features may behave differently.
Related free resources
This form is a general template. Follow your organisation’s own purchasing and approval policies. Written and reviewed by Ghayas Uddin, MS (Finance), financial analyst. Last reviewed 5 October 2026. Found an error? Email support@babadigit.com.