Purchase Requisition Approval
Approving purchases before they are committed keeps spend visible and on-budget. This requisition SOP gives teams a clear path from a purchase need to an issued PO, with the right approvals based on budget.
A requester submits the requisition, which is checked against the department budget. In-budget requests go to the manager; over-budget requests escalate to finance for special approval first. Approved requisitions become a PO raised by procurement.
Import this template into Essoflo to set your budget thresholds and approval layers, connect your procurement and budgeting tools, and assign the requester, manager, and procurement roles.
- Purpose
- Authorise purchases against budget with the right approvals before a PO is raised.
- Scope
- Applies to all purchase requisitions from submission to PO issuance or rejection.
- Steps
- 6 steps & decisions
- Roles & tools
- Requester, Department Manager, Procurement OfficerProcurement System, Budget Tracker
Step-by-step walkthrough
The same procedure as the diagram above, in reading order — decisions show where each answer leads.
- 1
Submit purchase requisition
Detail the item, quantity, and reason.
Who: Requester·Tools: Procurement System
- 2
Within department budget?
Check the requisition against remaining budget.
True → Manager approves?·False → Escalate to Finance
Who: Department Manager·Tools: Budget Tracker
- 3
Escalate to Finance
Send over-budget requests to finance for special approval.
Who: Department Manager
- 4
Finance approves over-budget?
Does finance approve the exception?
True → Manager approves?·False → Requisition rejected
Who: Department Manager
- 5
Manager approves?
Does the manager approve the requisition?
True → Procurement raises PO·False → Requisition rejected
Who: Department Manager
- 6
Procurement raises PO
Issue the purchase order to the vendor.
Who: Procurement Officer·Tools: Procurement System
Related templates
Vendor Onboarding
Bring on new suppliers cleanly: collect details and tax docs, verify references and compliance, approve, and set them up in your accounting system.
FinanceAccounts Payable 3-Way Matching
Pay only what you owe: match each invoice to its purchase order and goods receipt, auto-approve within tolerance, and route discrepancies to a human before payment.
FinanceEmployee Expense Reimbursement
Reimburse employees fairly and on time: submit with receipts, check policy, get manager approval, verify in finance, and pay in the next run.
Prefer to start from scratch? Try the free RACI matrix builder or the onboarding program builder — no sign-up needed.