A purchase requisition (PR) is the internal document a site team or department uses to ask for something to be bought. It comes before the purchase order: nobody orders from a vendor until the request has been checked and approved. If you want the background first, read what a purchase requisition is.
This page gives you a free, plain template you can print or fill in on a computer. It is made for Malaysian contractors and small and medium businesses, and it works with no sign-up.
Download the template
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The Excel file has formulas, so the amounts add up as you type. The PDF is the same layout for printing and filling in by hand.
When to use a purchase requisition
Use a PR whenever someone other than the buyer needs something bought:
- A site supervisor needs materials, tools or hired equipment for a project.
- A department needs supplies, services or a repair.
- A cost needs approval before the company commits money to it.
The PR gives the approver the facts they need: what is wanted, how much, what it should cost and which project it belongs to. Once approved, the buyer turns it into a purchase order. For how the two differ, see purchase requisition vs purchase order.
What is in the template
- Company details - name, address, contact and SST registration number, if you have one.
- Document details - requisition number, date, project or site, department, date required.
- Requested by and approved by - names of the person asking and the person approving.
- Line items - number, description, quantity, unit, unit price in RM and amount in RM.
- Totals - subtotal, SST rate, SST amount and total.
- Notes - a space for the reason for the request.
- Signature lines - requested by, checked by (head of department) and approved by.
The SST rate starts at 0%. Enter the rate that applies to what you are buying; it depends on the goods or services, so check it with your accountant.
Tips for using it well
- Give every requisition a unique number and keep the series in order. Gaps are hard to explain later.
- Always fill in the project or site, so the cost lands in the right place.
- Describe items clearly enough that a buyer who has never seen the site can order them.
- Keep the signed copy. It is your proof that the spend was approved before it was ordered.
Do this in Bilaro instead
A spreadsheet template works, but it relies on people remembering to fill it in, get it signed and file it. In Bilaro, site teams raise a request, and approvals follow your rules: Manager first, then Director above a threshold you set. Department budgets are checked when the request is raised, so a request that would overspend is visible straight away. Approved requests become purchase orders as PDF, and each one stays linked to its request on one audit trail.
Bilaro also creates export files for SQL Account and AutoCount. You can start on the Free plan, no card needed.
Is this purchase requisition template really free?
Yes. You can download it, edit it and print it as often as you like. There is no sign-up and no charge.
What is the difference between a purchase requisition and a purchase order?
A purchase requisition is an internal request to buy, raised before anything is ordered. A purchase order is sent to the vendor once the request is approved. The requisition asks for permission; the order commits the money.
Who should approve a purchase requisition?
That depends on your company. Many contractors use the head of department for small amounts and a manager or director for larger ones. Write the limits down so everyone knows who signs what.
Can I change the template for my company?
Yes. Open the Excel file and add rows, rename headings or change the SST rate. The formulas for amounts, subtotal and total will keep working if you add rows inside the table.
Put your procurement on the record.
Bilaro links requisitions, approvals, purchase orders, and your vendor register in one audit-ready system, built for Malaysian construction and O&G teams. Free plan for 2 users, no card needed.