Can this form be signed electronically?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and in most states under UETA. Confirm any industry or state exceptions before using eSign for documents that require notarization.

Is notarization ever required?

Not typically for routine requisitions. Notarization may be required if the requisition doubles as a legal affidavit or certified authorization; check state notary rules and agency policies before notarizing.

How do I fix an error after submission?

If the form is still in the approval queue, request a return or rejection so the requester can resubmit. For completed requests, attach a corrective amendment and document the reason with an approver signoff.

Who can approve high-value requests?

Approval authority depends on your organization’s delegation of authority. High-value approvals typically require senior finance or executive signoff per internal policy; document thresholds in the workflow configuration.

Can remote notaries be used?

Remote online notarization is permitted in many states but not uniformly. Review the state RON rules and identity-proofing requirements where notarization is necessary.

How long should I keep completed forms?

Retain requisitions per record retention standards: at least 3 years for tax/audit purposes and longer where industry or state rules require it; consult the retention timeline for specifics.

Electronic Signature
Templates
Finance
Finance Supply Requisition Form

Finance Supply Requisition Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

FINANCE SUPPLY REQUISITION FORM

Requisition No.: Date: Required By:

Requester Information

Requestor Name Department / Unit

Phone

Email

Cost Center

Project Code (if applicable)

Preferred Vendor / Delivery

Vendor Name Vendor Address / Delivery Location

Itemized Supplies

Description	Part #	Qty	Unit Price	Amount

Subtotal

Tax (%)

Tax Amount

Shipping / Handling

Total Estimated Cost

Procurement Method

Select method: Purchase Order Procurement Card Existing Contract Emergency Procurement

Justification and Certification

Certification: By submitting this requisition, the Requester certifies that the items requested are necessary for official operations, that funds are available in the specified cost center or project, and that procurement will comply with applicable procurement policy, delegated authority, and competition requirements. Any misstatement of budgetary availability or purpose may result in denial of this request and may be subject to administrative action.

Business Purpose / Detailed Justification

Approvals (Administrative Use)

Department Approver

Approved Date:

Budget Office Approval

Approved Date:

Procurement Review

Approved Date:

Terms and Conditions

All purchases resulting from this requisition are subject to invoice verification, receipt inspection, and reconciliation against purchase documentation. Supplier delivery must comply with stated delivery instructions. Unauthorized purchases or subscriptions that bypass procurement procedures are not reimbursable. Requester remains responsible for asset tagging and disposition in accordance with institutional property policy. Any variance from budgeted amounts requires prior written approval from the Budget Office.

Additional Notes

Requester Printed Name:

By:

Date:

What the Finance Supply Requisition Form Is and when it’s used

The Finance Supply Requisition Form is an internal procurement request used to propose and authorize purchases of supplies, equipment, or services. It documents requester details, budget coding, item descriptions, quantity and unit cost, vendor information, and the approvals required before a purchase order or payment is issued. Organizations use it to centralize purchasing, enforce budget controls, and provide an auditable trail for finance and procurement teams.

Why a formal requisition improves finance controls

A standardized Finance Supply Requisition Form ensures consistent data capture, reduces unauthorized spending, and speeds internal approvals while creating an auditable record for accounting and internal controls.

Who typically completes or approves the requisition

Typical users include requesters, department managers, procurement staff, and accounts payable teams; each role supplies or validates specific fields before purchasing.

Requesters (staff or project leads) — initiate requests with item details and business justification.
Department managers — verify budget availability and provide cost-center approval.
Procurement/Finance staff — review vendor terms, create purchase orders, and approve payment.

Role clarity reduces processing delays and helps ensure routing reaches the right approvers in sequence.

Step-by-step: completing the requisition accurately

Follow these sequential steps to complete and route a Finance Supply Requisition Form from request through approval and ordering.

01

Step 1: Enter requester, department, and contact details.
02

Step 2: List each item with description, quantity, and unit cost.
03

Step 3: Attach vendor quote or justification when required.
04

Step 4: Route for approvals according to cost thresholds.

How to configure an online requisition workflow

Apply these settings when building an electronic requisition workflow to match organizational approval rules and notifications.

Field	Configuration
Routing	Sequential approvals by cost thresholds and department
Approval Threshold	Auto-route above dollar amounts to senior approver
Notifications	Email and SMS alerts for pending approvals
Template	Save as reusable template for recurring purchases

Technical needs and integrations for eSubmission

Choose a platform that supports PDF and DOCX upload, conditional fields, audit trails, and common integrations to avoid manual handoffs.

File formats: PDF, DOCX, Excel supported
Integrations: Common: NetSuite, Salesforce, Google Workspace
Authentication: Email, SMS code, or advanced options

Integrations with ERP or procurement systems (for example, NetSuite or Microsoft Dynamics) reduce duplicate entry and speed PO creation; choose a platform that supports your core systems.

Where to send and how routing typically works

Requisition routing usually moves from the requester to department approvers, then procurement, then accounts payable for PO issuance and payment.

Submit Request: Requester uploads form and attachments.
Manager Approval: Department manager confirms budget.
Procurement Review: Procurement verifies vendor and terms.
AP / PO Issuance: Accounts payable issues PO and records obligation.

Typical timelines and processing expectations

Use these internal timeline targets to manage procurement lead times and avoid stockouts or invoice delays.

Submission Lead Time:

Submit standard requests at least 7–10 business days before need

Standard Approval SLA:

Managers should respond within 3 business days where possible

Procurement Review:

Procurement evaluates vendor and terms within 5 business days

Expedite Options:

Use expedite routing for urgent needs; may incur additional fees

Invoice Matching:

Goods receipt and three-way match typically complete within 5–10 business days

Key milestones from request to payment

Track these milestones to measure cycle time and identify bottlenecks in the requisition process.

01

Request Submitted

Requester completes form and attaches any required quotes or specs.

02

Approval Routing

Department and finance approvals are completed in order.

03

Purchase Order Issued

Procurement creates and sends PO to vendor.

04

Goods Received and Paid

Receipt, invoice matching, and payment processing close the cycle.

Required information fields at a glance

Requestor: Full name and contact

Department: Department name and cost center

Vendor: Vendor legal name and ID

Item Code: SKU or catalog number

Quantity / Cost: Numeric quantity and unit price

Approval Path: List of required approvers

Core components of a professional requisition form

A well-constructed Finance Supply Requisition Form balances clarity for reviewers with the data needed to create a purchase order and support accounting entries.

Header

Request date, requestor contact, department code and form ID for tracking across finance and procurement systems.

Line Items

Itemized rows with description, quantity, unit price, SKU, and extended line total to enable accurate PO generation.

Supporting Attachments

Space to attach vendor quotes, specifications, approvals, or required compliance documents linked to the request.

Justification

Business reason or project code explaining the need and linking purchase to budget or project deliverables.

Budget Coding

Fields for account, cost center, project code, and spending category to ensure correct GL posting.

Approval Workflow

Clear routing instructions and signature blocks for the sequence of signoffs required prior to PO issuance.

Practical tips to speed approvals and avoid rework

Adopt these practices to reduce exceptions, prevent duplicate orders, and keep procurement cycle times low.

Verify budget before submitting

Confirm available funds in the cost center and include the budget code on the form to avoid rejected requests and rework during approvals.

Use standardized item codes

Select catalog SKUs where available and include vendor part numbers to accelerate PO creation and reduce incorrect shipments.

Attach vendor quotes

Include formal quotes or vendor proposals for purchases above approval thresholds to ensure procurement can validate pricing and terms.

Document approvals clearly

Record approver name, title, electronic signature, and date to create a defensible audit trail for finance and internal audit.

Common risks and potential consequences

Payment delays: Missing or incorrect fields

Audit exceptions: Insufficient justification or missing approvals

Duplicate orders: No central tracking or duplicate submission

Budget overruns: Incorrect cost center coding

Supplier disputes: Unclear item specs or terms

Compliance breaches: Unauthorized purchases or lack of approvals

Real-world examples of digital procurement and approvals

Examples show how organizations reduce friction by digitizing requisition and signature workflows.

Optica Ventures — COO

Optica simplified internal requests with a digital form that was easy for staff to use

The interface reduced back-and-forth clarifications
As COO Brian Fitzgibbons noted, a simpler form sped approvals and made it easier for customers and vendors to respond promptly.

Xerox — NetSuite Operations

Xerox integrated digital approvals with ERP to eliminate manual rekeying

NetSuite integration automated PO creation
Kodi‑Marie Evans reported better accuracy and faster processing when requisitions flowed directly into NetSuite.

Typical eSignature vendor pricing and capability comparison

Below is a compact comparison of common eSignature plans and capabilities relevant to requisition workflows; signNow appears first as the initial vendor column.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Limited
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

FAQs: common questions about the Finance Supply Requisition Form

Answers to frequent questions about e-signing, approvals, corrections, and recordkeeping for requisitions.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and in most states under UETA. Confirm any industry or state exceptions before using eSign for documents that require notarization.
Is notarization ever required?
Not typically for routine requisitions. Notarization may be required if the requisition doubles as a legal affidavit or certified authorization; check state notary rules and agency policies before notarizing.
How do I fix an error after submission?
If the form is still in the approval queue, request a return or rejection so the requester can resubmit. For completed requests, attach a corrective amendment and document the reason with an approver signoff.
Who can approve high-value requests?
Approval authority depends on your organization’s delegation of authority. High-value approvals typically require senior finance or executive signoff per internal policy; document thresholds in the workflow configuration.
Can remote notaries be used?
Remote online notarization is permitted in many states but not uniformly. Review the state RON rules and identity-proofing requirements where notarization is necessary.
How long should I keep completed forms?
Retain requisitions per record retention standards: at least 3 years for tax/audit purposes and longer where industry or state rules require it; consult the retention timeline for specifics.

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