Every purchase starts with a request. Someone needs parts, a service or new equipment, and that need has to be checked, approved and turned into an order. When this runs on paper forms, emails and spreadsheets, requests sit in inboxes, approvers get chased and buyers end up re-keying details into the ERP. Purchase requisition software replaces all of that with one clear, rule-based process. Here is how the requisition module in i2B works, and why it makes such a difference to procurement and finance teams.

Why manual requisitions slow everything down

On paper, a requisition is simple. In practice, it is often where delays begin:

• Who approves this? Working out the right approver, or approvers, for each request takes time and is easy to get wrong.
• Waiting and chasing. Requests stall while approvers are busy, travelling or simply unaware anything is waiting for them.
• Re-keying. Once approved, details are typed again into an RFQ or purchase order in the ERP, which adds work and room for error.
• Off-process buying. When the official route is slow, people find workarounds, and spend happens without the right checks.

We looked at the general case for moving requisitions online in How Online Requisitioning Can Help Procurement. This post focuses on how i2B does it.

How i2B purchase requisition software works

i2B is a cloud-based Purchase-to-Pay platform that sits alongside your existing ERP. Its requisition module takes a request from first click to approved order without anyone having to push it along.

Raise a request in a few clicks

Staff raise a requisition in i2B for the goods or services they need. Because i2B is cloud-based, there is nothing to install, and requests are captured in one consistent format with the information procurement needs.

An approval matrix that routes every request

i2B’s approval matrix automatically works out who should approve each requisition. You set the rules once, based on spend limits, department, location or cost centre, and i2B applies them every time. A small request can go to a line manager, while a larger one can need several approvers, with no guesswork about who signs off.

One-click approvals by email

Approvers receive an automated email asking them to approve or decline the requisition. A single click on the email actions it, so approvals happen quickly without anyone needing to log in and search for what is waiting.

Straight into an RFQ or purchase order

Once a requisition is fully approved, i2B can automatically create an RFQ or purchase order in your ERP system, with no manual entry. If the need has to be sourced first, the RFQ goes out to one or many vendors and an approved RFQ becomes a purchase order. From there, i2B tracks the order through supplier acceptance, delivery and invoicing, as we explained in Purchase Order Software: How i2B Keeps Every PO on Track.

What purchase requisition software gives your business

Moving requisitions into i2B brings benefits well beyond speed:

• Control. Every request follows your approval rules, which helps reduce maverick spend and keeps purchasing within policy.
• Visibility. Procurement and finance can see what has been requested, what is waiting for approval and what has been ordered.
• A full audit trail. i2B records who requested, who approved and when, which supports internal audit and compliance.
• Less admin. Automated routing, email approvals and automatic order creation remove repetitive tasks, so buyers can focus on buying.
• Better data from the start. Requests captured in a consistent format lead to cleaner orders, smoother matching and more useful spend reporting.

Part of a complete Purchase-to-Pay process

A requisition is only the first step. In i2B it connects directly to RFQs, purchase orders, delivery notes, invoice matching and AP automation, all in one platform. Suppliers work with you through the free i2B Supplier Portal, and approved documents flow into your ERP. You can see how each stage fits together on our Purchase to Pay solution page, and read more about how i2B connects with your existing systems in i2B integration with ERP systems.

Frequently asked questions

What is purchase requisition software?

Purchase requisition software lets staff request goods or services online and routes each request to the right people for approval. Once approved, the requisition can be turned into an RFQ or purchase order, so the whole process is faster, controlled and fully recorded.

What is the difference between a purchase requisition and a purchase order?

A purchase requisition is an internal request to buy something, which needs approval before any commitment is made. A purchase order is the formal document sent to a supplier once the purchase has been approved. In i2B, an approved requisition can create the purchase order automatically.

How does i2B decide who approves a requisition?

i2B uses an approval matrix that you configure. Rules can be based on spend limits, department, location or cost centre, and i2B automatically sends each requisition to the right approver or approvers.

Does i2B replace our ERP?

No. i2B sits alongside your existing ERP. Approved requisitions can create RFQs or purchase orders in your ERP automatically, so there is no need for manual entry or a rip-and-replace project.

See i2B purchase requisition software in action

If requests are getting stuck in inboxes or approvals are slowing your buyers down, i2B can help. Contact us for a free demo and see how quickly a request can become an approved order.