Purchase requisition vs purchase order: Key differences and how they work

Procurement plays a critical role in managing expenses and ensuring smooth operations in any business.

To keep spending in check, organizations use structured processes like purchase requisitions (PR) and purchase orders (PO)—terms that are often confused.

So, what’s the difference between a purchase requisition and a purchase order?

In this guide, we’ll discuss the key differences, explain the roles of both in procurement, and show how businesses can automate these processes to save time and prevent spending inefficiencies.

Here’s what we’ll cover:

What is a purchase requisition?

A purchase requisition is an internal request document (or a purchase request form) submitted by employees to acquire goods or services from an external vendor.

Every company’s purchase requisition form may differ in the information it requires.

Still, it always comes before a purchase order because it does not authorize the purchase but serves as a formal request for the items or services.

The primary purpose of a purchase requisition is to obtain purchase approval from the appropriate parties within an organization.

Breakdown of how the purchase requisition process works:

• An employee identifies the need for goods or services.
• The employee submits a purchase requisition form detailing the request.
• The form is sent to the department manager, procurement team, and finance department for approval.
• Inventory, vendor reliability, business needs, budget, and other factors are checked.
• Once the purchase requisition is approved, a purchase order is created.

What is a purchase order?

A purchase order is a formal document used to request goods or services from a vendor.

It is created only after a purchase requisition is approved and then it is issued to the vendor.

 The purchase order formalizes the agreement, outlining key terms such as quantity, price, and delivery dates, and becomes legally binding once accepted by the vendor.

Similar to requisition numbers, every purchase order has a unique PO number that follows it throughout the procure-to-pay process.

Typical information a purchase order may include:

• Business name and PO number
• Purchaser’s mailing/billing address
• Supplier’s name, address, and contact info
• Quantity and description of items/services
• Expected price and total cost
• Payment terms (Net 30, 60, 90)
• Requested delivery date/delivery instructions

A purchase order may also include terms and conditions that outline the legal obligations the vendor must adhere to upon accepting the order.

While a purchase order contains much of the same information as a purchase requisition form, it provides additional clarity on order terms, with one key addition: billing details.

These details help the supplier create an invoice for the buyer. For example, a purchase order typically specifies payment terms such as Net 90 (where payment is due 90 days after the invoice date).

Purchase orders are crucial in assisting vendors with fulfilling orders, creating invoices, and processing payments.

Once a vendor receives and accepts a purchase order, they can fulfill it immediately or contact the business for more information.

Purchase requisition vs purchase order

Although PRs and POs contain similar information, they serve different purposes in the procurement process.

 A PR initiates the process by seeking internal approval, while a PO includes payment details that allow the supplier to be paid once the PR has been fully vetted, approved, and submitted.

 The purchase order then finalizes the purchase.

Together, they create a system of checks and balances to ensure proper financial oversight.

Why PRs and POs are critical in procurement

Purchase requisitions and purchase orders are essential for controlling employee spending and fostering strong vendor relationships.

Companies that fail to use structured PRs and POs risk uncontrolled spending, financial errors, and compliance issues.

Here’s why these documents matter:

Stronger financial control

Ensures all purchases are reviewed before committing funds, helping prevent unnecessary or unapproved spending.

Improved supplier relationships

With clear purchase orders, vendors receive well-defined instructions, reducing errors, and enhancing communication.

Better budgeting and forecasting

If finance teams can track spending accurately then they can forecast future expenses more effectively.

These documents are also crucial for maintaining organization, saving money, and ensuring the quality of purchases.

By incorporating PRs and POs into the procurement process, businesses can track purchases, adhere to internal policies, and streamline financial processes.

PRs and POs also benefit accounting teams by linking PO numbers to invoice numbers, safeguarding financial integrity across the organization.

Choosing the right procurement process software for your business

Automating procurement processes is essential for companies to best manage accounting and finances.

Plus, as your business grows, the need for a structured procurement process becomes more apparent.

With scaled operations, tracking and managing spending can become difficult without adequately documenting the flow of purchases, especially when manual processes are involved.

Procurement software automates the workflow from purchase requisitions to purchase orders.

Automation also simplifies audits by providing a clear trail of where money has been approved and spent.

Procurement software benefits include centralized details about approved vendors, accurate tracking of requisition and PO numbers, and better control over the purchasing process.

 It helps maintain productivity, keeps your team organized, and eliminates the bottlenecks caused by tedious paperwork.

With the right software, you can easily monitor information, making it more straightforward to demonstrate responsible financial management.

Why choose Sage’s purchase order software?

With Sage’s purchase order software, errors become significantly reduced, and your team can focus more on managing vendor relationships instead of handling paperwork.

Whether managing a small business or overseeing a large enterprise, digital access to purchase order history and real-time insights empowers you to make informed financial decisions while maintaining transparent records.

Are you ready to elevate your purchase order system?

Explore Sage’s online invoicing software with built-in PO management features.

Save time, improve accuracy, and give your team the tools to work smarter.

Keep your order workflows current and automatically notify all parties about order requests, approvals, inventory status, tracking, deliveries, and more.

If you’re ready to optimize purchase order management, with customizable POs and multi-currency support, discover the power of Sage’s purchase order software today.