There are two main purchasing forms – the Purchase Requisition and the Purchase Order. Both are standard forms that are used within a large company used to enable the efficient functioning of the purchasing department.
The first of the purchasing forms is the Purchase Requisition. Within the purchasing department their will be a number of Master Purchasing Agreements that have been signed with suppliers. The Purchase Requisition is originated by a store or purchasing clerk when stocks need to be replenished or a works manager when a special order is required. The Purchase Requisition is a request for a new order. In large companies the process is computerised and thus a much quicker and more efficient method. Some ad hoc purchases may require detailed information.
The second of the purchasing forms is the Purchase Order. This again needs a Master Agreement to be in place with your seller. This form is a written authorisation that is sent directly to the seller. It contains details of the goods required, the quantities and the delivery details. It can also be used when a service is required. Both companies treat the Purchase Order as a legal document that confirms an order. Sometimes it is used as a confirmation of a telephone order or a request made by a sales person. As it is a legal document, the vendor is often required to sign and return a copy as confirmation of its receipt.
Of course, in a well organised purchasing department there are a number of other standard purchasing forms such as:
Most these purchasing forms are standardised documents that are supplied the computerised software that a company has installed. Smaller businesses can buy from a multitude of purchasing forms available to buy from stationery stores and websites.