Free document template
Purchase Requisition Form (ใบขอซื้อ)
A purchase requisition is the internal form a requester fills in to get a purchase approved before anyone contacts a supplier. Download the Excel form below, put your own company name on it, and route it through your approval steps. No signup and no email required.
Bilingual Thai and English. Ten line rows with automatic totals, an approval block for four signatures, and grade and CAS columns for chemicals. Prints on one A4 page. Free to use and adapt.
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What a purchase requisition is
A purchase requisition (PR, ใบขอซื้อ) is an internal document. A staff member or department uses it to tell purchasing what they need to buy, how many, by when, and why, so the spend can be approved before any order is placed. It stays inside the organization: the supplier never receives the PR.
The document a supplier does receive is the purchase order (PO, ใบสั่งซื้อ), which purchasing issues after the PR is approved and a quotation has been compared. Keeping the two separate is what lets an auditor trace every PO back to an approved request.
PR vs PO: the difference
The two documents sit on opposite sides of the approval line:
| Purchase requisition (PR) | Purchase order (PO) | |
|---|---|---|
| Prepared by | The requester or their department | The purchasing department |
| Sent to | Approvers inside the organization | The supplier |
| Legal effect | None; an internal request | A binding order once the supplier accepts it |
| When | Before sourcing starts | After approval, against a quotation |
| Prices | Estimates, to support the approval decision | Agreed prices from the quotation |
The external step after approval is the purchase order: Free purchase order (ใบสั่งซื้อ) template
What the form should contain
The template carries the fields an approver and an auditor look for:
Document number and date
A running PR number makes the request traceable from approval through to the PO and invoice that follow it.
Requester and department
Who needs the item and which budget it belongs to.
Item and specification
Enough detail that purchasing can source the right thing: model, size, material, standard.
Quantity and unit
Stated in the unit the item is bought in, so nobody guesses between packs and pieces.
Estimated price
An estimate is enough. The real price comes from the supplier quotation later.
Required-by date
Lets purchasing plan lead time instead of discovering the deadline at the end.
Reason for the request
One line that tells the approver why the spend is needed.
Approval signatures
Requester, section head, purchasing and approver. Cross out the steps your organization does not use.
Extra columns for laboratory purchasing
A PR for lab supplies needs detail a general form leaves out, so the template includes columns for it:
Grade or purity
AR, ACS, HPLC or food grade. Two chemicals with one name and different grades are different products at different prices.
CAS number
The one identifier that survives translation and brand differences. If the requester knows it, sourcing gets faster and safer.
Pack size
A bottle of 500 ml and a bottle of 2.5 L are different order lines. State the pack, not only the total volume.
Documents needed
Use the notes column for COA, SDS or calibration certificate requirements, so they arrive with the goods instead of being chased afterwards.
The record that feeds a lab requisition is the stock register: Free chemical stock register (ทะเบียนสารเคมี) template
From requisition to purchase order
- 1
The requester fills in the PR
Items, specifications, quantities, estimated prices and the required-by date.
- 2
The section head approves
Or returns it with questions. The approval line makes the spend decision visible.
- 3
Purchasing requests quotations
The approved list goes to one or more suppliers for formal quotations.
- 4
The PO is issued
Against the chosen quotation, and references it. The supplier sees the PO, never the PR.
Common questions
What is the difference between a PR and a PO?
A purchase requisition (PR) is an internal request for approval to buy; it stays inside the organization and has no legal effect. A purchase order (PO) is the document purchasing sends to the supplier after approval, and it becomes a binding order once the supplier accepts it.
Is the purchase requisition sent to the supplier?
No. The PR is internal. What the supplier receives is a request for quotation while purchasing compares prices, and then the purchase order once the buy is approved.
Can this form be used for Thai government procurement (e-GP)?
Government procurement under the e-GP system has its own forms and procedure set by regulation, and this template does not replace them. It suits private-sector organizations, and internal use such as collecting a department’s needs before the formal procedure starts.
Is the download really free? Do I need to register?
Yes, it is free, and no. There is no signup and no email form. Download the file, add your company name and logo, and adapt the columns to your process.
Do prices have to be filled in on a PR?
Estimated prices are enough, and they exist to support the approval decision. The actual prices come from the supplier quotation that purchasing obtains after approval.
What lab purchasing teams quote most
pH and conductivity meters
Define parameters, electrodes and calibration standards before quoting.
Laboratory centrifuges
Compare RCF, rotors and tube formats before the top speed.
Autoclaves
State the load, chamber size and the documents you need.
Balances and scales
Capacity and readability decide the class before the brand.
Laboratory glassware
Give capacity, class A or B and the joint on every line.
Viscometers
Match spindle and viscosity range to the real sample.
Requisition approved? The next document is the quotation
Send us the list from your PR: paste it, attach the file, or send a photo by LINE. One quotation can combine any brands, including items outside the catalog, and we reply within 1 business day.