Purchase Order vs Purchase Request
A purchase request is internal approval; a purchase order is the formal supplier document.
Definition
A purchase request (also called a purchase requisition) is an internal document submitted by an employee or department asking for permission to buy something. Once approved, it becomes a purchase order (PO) — the formal document sent to the supplier authorizing the transaction. These two steps create an approval trail that prevents unauthorized spending.
Why It Matters
Many offices skip the purchase request step and go straight to ordering, which means purchases happen without visibility or approval. Separating request from order creates accountability: managers can review, question, or deny purchases before money is spent. It also creates an audit trail for budget reconciliation.
Example
Marketing submits a purchase request for 10 whiteboards for the new office. The office manager reviews the request, checks the budget, and approves it. The system converts the approved request into a purchase order sent to the office supply vendor. This two-step process ensures nothing is ordered without sign-off.
Related Terms
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