In an organization, it is important to have a systematized process which is known to every member of the organization to ensure that transactions and requests will be executed efficiently and with lesser or not a single issue arising within the duration of the transaction. And in order to have a well-balanced system, organizations must use specific documents for every transaction and every decision to be made by the management or the organization’s committee members. One of the basic documents which should be prepared and ready to be provided to the members of the organization is known as a material requisition form.
A material requisition form is a document which is essentially used by employees and organization members to inform the organization or the management about the materials which are lacking yet are in need to be supplied in the organization. Although the form contains the details of the items or materials to be purchased and sent to the requesting employee, it is not intended to be submitted to the partner suppliers of the organization but must be kept within the organization only.
Material requisition forms are important due to its role in maintaining the inventory of a company or an organization. When completed, material requisition forms are sent to the company’s representative who will be determining whether or not the request will be approved. After the approval phase, the list of items in the requisition form will be used for producing a purchase order which will then be delivered to the supplier of the company.
Another reason why material requisition forms are important is that it serves as a tool for a company to know how much they must budget for the request of their personnel in order to purchase the listed items. This ensures that the company will be able to anticipate and plan out their finances to avoid dealing with budgeting issues.
When it comes material requisition forms, the preparer of the document must ensure that the right variety is being used or served to the client or the employee who is requesting the items. Below are some examples of material requisition forms that organizations and companies can consider using:
Creating a material requisition form is easy since the form only requires the preparer to allocate fields for describing the request of the user of the form. To begin crafting a material requisition form from scratch, the steps below must be followed:
The preparer of the material requisition form should know what the organization prefers to use, whether a printed document, or a document in a spreadsheet format, or yet a document in a portable document file format. By acknowledging the format type, the right layout will be chosen and be used to ensure that the document will look presentable and formal to the prospective users of the form.
The title of the form will be for indicating what specific variety the requestor will be using. For instance, if the form is for requesting chemical-related materials then it should be named as “Chemical Material Requisition Form” or if the request centers of machinery and equipment then the form must be named as “Machine and Equipment Materials Requisition Form”. In addition, the logo and the name of the company or organization will serve as a type of ownership symbol implying that the document is made for the organization and will only be used within the organization.
The first section of the form can also be specified as the requestor information section since it will gather the identification details of the requestor or the user of the form. This section should have fields which will have the full name of the requestor or the name that he is currently using in the organization for proper identification along with his title or position in the organization and the date and time of when he used the requisition form. Moreover, the address of where the requested materials will be obtained by the requestor should also be catered in this section unless if the organization has mandated rules for their requestors to claim the request from a specific office in the organization’s premises.
The second section of the form is the project and purpose information. The objective of incorporating this section is to ensure that the intentions of the requestor are truly based on necessities for meeting a project requirement or any other purposes. Also, by knowing the purpose, the organization’s approval committee will be able to decide whether to grant the material requisition or not based on the weight of the requestor’s reasons.
The table should be able to collect the description of each item or material, the quantity requested for each material, the cost estimate of the materials to be purchased, and the total cost for the materials. Other details which can be included in the table are the location of where the material will be used as well as the particular store where the requestor suggests to the organization of where the material can be acquired at a reasonable price or a price lower than the estimation.
Tha last section of the form is the approval section which should have a statement regarding the responsibility of the requestor to inform the organization immediately if there are any other specifications and changes in the material requisition. Accompanying the statement should be a set of signature blocks for the signatures of the approval committee along with areas to indicate the date of the form’s completion.
Adding a special instructions section or portion of the material requisition form is also beneficial for both the company and the user since this helps in guiding the user of how he can complete the requisition process as well as what documents he must submit to be authorized in requesting and claiming the items once they are sent by the suppliers. Nevertheless, the overall content of the form will vary on what the organization will be needing from their requestors and what descriptions would the suppliers be requiring in order to locate and send the right materials to cater the needs of their company clients.