Raising purchase requisitions is a key procurement skill for project engineers and others making commitments to project budgets
I reviewed and approved many and suggest the following good practice to anyone raising a capital purchase requisitions
- Useful if the project name is included
- State a final delivery date (and stage deliveries if needed)
- Envisage how the vendor will invoice and itemise the requisition to suit. Some electronic systems assume total order completion when the first invoice is received
- Always reference a quotation with a date
- For completeness do the following documents also need to be referenced (client brief, contract, confidentiality agreement)?
- For orders using an estimate use the words “Price is an estimate and must not be exceeded without prior purchaser approval”
- If standard T&Cs are not being used (eg EPCM contract, vendor T&Cs) state it in the text
- If the supply involves site work add a clause on site rules eg “Client operates a safe system of work which the contractor must comply with”
- Be clear on who manages the resultant purchase order eg who sends, who expedites, who inspects, who processes and approves invoices. Stating your name as a contact may be beneficial
