Material Requisition
The requisition originates on site: the field engineer, the crew foreman, or the storekeeper realizes a supply is needed (for example, #4 rebar or cement) and requests it in writing instead of buying it informally. The document records who is asking, what they are asking for, in what quantity and unit, by which required date, and to which project, work front, or line item it is charged. That way the expense is traceable from its very origin.
It is important not to confuse the requisition with the purchase order. The requisition is an internal request (field team to purchasing) and does not commit money or bind a supplier; it merely triggers the process. Based on it, purchasing gathers quotes, selects a supplier, and issues the purchase order, which is the contractual document that formalizes the purchase with the supplier. One approved requisition can generate one or several purchase orders.
The requisition serves a control function: by requiring approval before any buying happens, it prevents unbudgeted purchases, lets orders be consolidated, and makes it possible to compare what was requested against what was actually consumed on site. On projects budgeted by line item, each requisition can be validated against the material takeoff (bill of quantities) and the remaining balance of the line item, so that no more material is ordered than the budget allows.
It is standard practice on both private and public projects, and it is usually run with a consecutive reference number and signatures from the requester and the approver. It used to be filled out on paper or in Excel; today it is managed on platforms where the requisition is linked to the project, the budget, and the purchase order, as in Matterial.
Example
The field engineer on the "North Tower" project raises requisition REQ-0142 for 3 tons of #4 rebar and 40 bags of gray cement, with a required date of July 18, charged to the foundation work front. The site manager approves it, and purchasing uses it to gather quotes and issue the corresponding purchase order to the chosen supplier.
| Order | Supplier | Material | Amount | Delivery | Status |
|---|---|---|---|---|---|
| OC-2026-0148 | THThe Home Depot | Concrete f'c=250 | $184,000 | Lun 30 | In transit |
| OC-2026-0147 | CConstrualcalde | Rebar #4 | $96,000 | Lun 30 | Approved |
| OC-2026-0146 | CConstrurama | Red brick | $71,400 | Mar 1 | Delivered |
| OC-2026-0145 | CConstrualcalde | Gray cement | $28,000 | Dom 29 | Delivered |
| OC-2026-0144 | SSodimac | Electrical | $42,500 | Vie 27 | Delivered |
Frequently asked questions
What is the difference between a material requisition and a purchase order?
The requisition is the internal request the field team uses to ask purchasing for a material; it does not commit money or a supplier. The purchase order is the document purchasing issues afterward, which formalizes the purchase with a specific supplier. One approved requisition can lead to one or several purchase orders.
What information should a material requisition include?
A consecutive reference number, the request date and the required date, the project and the work front or line item it is charged to, a description of the supply, the quantity and unit, who is requesting it, and who approves it. Optionally, a suggested supplier and any notes.
Who prepares and who approves a requisition on site?
It is usually prepared by the field engineer, the crew foreman, or the storekeeper, who are the ones that spot the need for material. It is approved by someone with authority over the budget —the site manager, the superintendent, or administration— before purchasing goes ahead and buys.