How_to_use_this_template
📖 How to use this template
A purchase requisition worked end to end: scoping what is actually needed, then checking vendors and pricing before anything is committed. The sample is a five-laptop order for an onboarding cohort.
- Duplicate this project into your own organization (dropdown next to the project name, then
Duplicate) - Replace the sample requisition with your own, keeping the two sections
- Set Budget Code on every line, and Estimated Cost and Vendor on the lines that carry a quote
- Request approval on each line from the person who actually signs it off. The sample has every request approved by the person who raised it, which is not how this should run in your copy
- Move lines through Scoping → Vendor Check → Completed as they clear
The two phases
Intake & Scoping answers whether the purchase should happen at all: the exact specification, whether it matches an existing standard, whether stock already exists, and the written justification. Most money is saved here, not in negotiation.
Vendor & Pricing Check answers who supplies it and at what price: comparison quotes, existing contract pricing, and whether the price has moved since the last order.
Approvals
This template uses Quire's built-in Approvals, not tags pretending to be approvals. Each line can be approved, sent back for changes, or rejected, and the state sits on the task itself.
Set up named approval categories in project settings so the right person is asked automatically. The sample runs on the default category with no named approvers, which works but asks nobody in particular.
The fields
| Field | What it holds |
|---|---|
| Estimated Cost | The quoted amount for that line |
| Budget Code | Which cost centre it lands on |
| Vendor | Who is supplying it |
| Section | Which phase the line sits in, filled in automatically |
Estimated Cost carries whatever the line is worth, which means order totals, add-ons and negotiated savings all share one column. A negotiation line can hold a negative number. Do not read the column as a total without checking what each row is.
One thing to add before you rely on it
There is no Rejected status on the board. A request that is turned down has nowhere to go except deleted or parked in whatever state it was last in. If you need a record of declined requests, add a Rejected status and leave its progress low so it does not count as completed work.