Purchase Request
Format and workflow for requesting the acquisition of goods or services from vendors
Purpose
Standardize how any area requests the acquisition of goods or services, ensuring Purchasing has the information needed to start the evaluation and, if applicable, the vendor onboarding.
Scope
Applies to every purchase request for goods or services involving an external vendor, whether new or existing.
Form Fields
- Requester and area: Name, position and area originating the request.
- Request date and required date: When it's requested and when the goods or service is needed.
- Description of the goods or service: A clear description of what's required.
- Justification: Reason for the purchase and the need it addresses.
- Proposed vendor: Name of the suggested vendor, or "to be defined" if Purchasing must look for options.
- Estimated budget and cost center: Approximate value and budget line to be charged.
- Urgency: Normal, high or critical, with justification if applicable.
- Expected criticality classification: Whether the goods/service will involve access to information, systems or infrastructure (see the Vendor Management Procedure).
- Required approvals: Area manager and, depending on amount or criticality, the Purchasing Committee.
Approval Workflow
- The requester fills in the form and sends it to their area manager.
- The area manager approves or rejects the request.
- Purchasing receives the approved request and evaluates vendors (existing or new).
- If the amount or expected criticality requires it, the request is presented to the Purchasing Committee for approval.
- Purchasing issues the purchase order or starts contracting based on the Vendor Contract Template.
Monitoring and Review
Purchasing periodically reports the status of pending requests and the average handling time. The form and workflow are reviewed annually or upon changes to the purchasing process.