Protect Profits Using A Purchase Requisition Log

A PURCHASE REQUISITION LOG: KEY TO ORGANIZING AND CONTROLLING PURCHASING REQUESTS

A purchase requisition log is one of the most overlooked yet powerful control tools in a company’s procurement environment. While many organizations rely on individual purchase requisition forms to initiate requests, the log is what transforms those individual documents into a system of records. It provides visibility, accountability, and governance over how internal requests are created, reviewed, approved, and ultimately converted into financial commitments.

How a Purchase Requisition Log Works

Organization

At its most basic level, a purchase requisition log is a centralized register that records every purchase request submitted within the organization. Each entry typically references the originating Purchase Requisition Form, the requester, department, estimated value, approval status, and downstream actions. This structure ensures that requests are not treated as isolated events but as part of a controlled and traceable procurement process.

Control

One of the primary benefits of maintaining a purchase requisition log is effective ‘spend control.’ Without a log, requisitions can be approved in silos, creating blind spots where multiple departments unknowingly request similar items or exceed budget thresholds over time. A centralized log allows procurement and finance teams to monitor aggregate demand and intervene before spending drifts outside acceptable boundaries. This visibility reinforces consistent purchasing controls across departments and locations.

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Tracking

The log also plays a critical role in purchase requisition tracking. From initial submission through approval and fulfillment, each request can be monitored for status, delays, or escalation needs. This tracking capability helps organizations identify bottlenecks in the approval workflow, such as recurring delays at certain authorization levels or incomplete submissions that stall progress. Over time, these insights allow companies to refine approval structures and improve cycle times without sacrificing control. 

A Purchase Requisition Log Assists With Control of Spend

From a governance perspective, the purchase requisition log strengthens internal ‘spend’ authorization by aligning requests with the established approval limits for company personnel. When approval thresholds are enforced and documented in the log, management gains confidence that spending authority is being exercised appropriately. This reduces the likelihood of informal commitments or retroactive approvals that often lead to disputes and unauthorized spending.

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A Purchase Requisition Log Supports Audits and Review

A well-maintained log also serves as a defensible audit trail. Auditors frequently ask not only whether purchases were approved, but whether approvals occurred before commitments were made. The purchase requisition log provides time-stamped evidence that requests were reviewed, authorized, and documented in accordance with policy. This directly supports stronger financial controls and reinforces the organization’s broader internal controls framework.

Control and Steps – Procure-to-Pay Process

Within the broader procure-to-pay process, the purchase requisition log functions as the bridge between demand identification and transactional execution. Approved requisitions in the log can be matched to purchase orders, receipts, and invoices, ensuring alignment across procurement, receiving, and accounting. This traceability reduces reconciliation issues and supports three-way matching disciplines that protect against overbilling and processing errors.

Another important function of the purchase requisition log is its role in standardizing procurement documentation. When requisitions are logged consistently, organizations create a reliable dataset that can be analyzed over time. Procurement teams can review historical requests to identify recurring needs, justify strategic sourcing initiatives, or challenge unnecessary demand. Finance teams can use the same data to support budgeting, forecasting, and variance analysis.

For organizations still relying on email approvals or disconnected spreadsheets, the absence of a purchase requisition log often results in fragmented decision-making. Requests are approved without context, spending patterns go unnoticed, and accountability becomes difficult to enforce. In contrast, companies that implement a formal log gain a single source of truth that supports compliance without slowing down the business.

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The Bottom Line – The Purchase Requisition Log Provides Organization and Control

Using a professionally designed purchase requisition log—such as those available on GetYourPurchasingDocuments.com—helps organizations implement this control quickly and correctly. These tools are designed to integrate with related documents, including the Purchase Requisition Form, approval limits tables, and purchase order templates, creating a structured and auditable workflow from request to payment. When paired with other resources on GetYourPurchasingDocuments.com, the log becomes part of a cohesive control environment rather than a standalone spreadsheet.

Ultimately, the purchase requisition log is not administrative overhead. It is a control mechanism that protects company assets, enforces policy, and improves decision-making. By providing visibility into what is being requested, who is approving it, and why, the log ensures that the procurement process remains disciplined, transparent, and aligned with organizational objectives.

In mature procurement organizations, the purchase requisition log is treated as a strategic control point. It enables better planning, reduces risk, and ensures that spending decisions are intentional rather than reactive. When implemented correctly, it becomes a quiet but powerful guardian of financial integrity.

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