An advanced Excel-based purchase requisition system designed for organizations to streamline procurement approvals, manage multi-company orders, track vendor expenses, and generate professional requisition forms with automated data validation and duplicate detection.
This system solves critical procurement challenges: How to manage purchase requests efficiently across multiple companies, departments, and vendors while preventing duplicate orders and ensuring proper approval workflows.
The system helps procurement teams by:
- Automated Form Generation: Select requisition number and print instantly (Ctrl+P)
- Duplicate Detection: Automatically identifies if material was ordered previously
- Multi-Company Support: Manage purchases for multiple companies in one system
- Vendor Management: Track all vendors and expense types
- Approval Workflow: Manager, Executive, and Director approval tracking
- Data Validation: Dropdown menus ensure consistent data entry
- Instant Reporting: All requisition data in a single master sheet
Access Purchase Requisition System
Click the link above to access the live system in Excel Online
Professional requisition form ready for printing with all details auto-filled from data sheet
Centralized data management with automatic duplicate detection and dropdown validation
Master data configuration for companies, vendors, managers, and departments
Organizations face common procurement challenges:
- Manual requisition forms take too much time to prepare
- Duplicate orders waste money and create confusion
- Hard to track requisitions across multiple departments/companies
- Approval workflows are unclear
- Vendor and expense type data is inconsistent
- Difficult to maintain historical procurement records
This system automates the entire process from data entry to form generation.
- One-Click Printing: Select requisition number → Ctrl+P → Done!
- No Manual Formatting: Form automatically populates from data
- Professional Layout: Clean, printable format for approvals
- Auto-Calculations: Total amount calculated automatically
- Signature Fields: Prepared by, Approved by, Authorised by sections
- Automatic Checking: Flags if material was previously ordered
- Month-wise Tracking: Shows "Duplicate" if same item is ordered in the current/previous month
- Visual Alerts: Clear "It's Duplicate" indicator in data sheet
- Prevents Waste: Stops redundant orders before they happen
- Single System: Manage requisitions for multiple companies
- Company Dropdown: Easy selection from validated list
- Company-Specific Tracking: Filter requisitions by company
- Examples: BlueRock Advisors, NexaSoft Solutions, FreshWave Services, AutoShine Hub
One master "Data" sheet contains all requisition information:
- Sr. No.: Sequential numbering
- Duplicate Check: Automatic validation (Yes/No/Its Duplicate)
- Company Name: Which company is ordering
- Requisition Number: Auto-generated (Admin/PUNE/03/25-26/MAT-01 format)
- Date: When requisition was created (DD-MM-YYYY format)
- Manager Name: Who is approving
- Project/Department: Which department needs the items
- Requested By: Employee making the request
- Authorised By: Final approver
- Vendor Name: Supplier details
- Expense Type: Category (Coffee Material, HK Material, Stationery, Medicine)
Track diverse procurement needs:
- Vendors: Orion TradeCorp, NovaEdge Solutions, AquaLeaf Drinks, etc.
- Expense Types:
- Coffee Material
- HK Material (Housekeeping)
- Stationery Material
- Medicine Material
- Department Tracking: Administration, Finance, Human Resources, IT Operations, Procurement
Automatic numbering format: Admin/PUNE/MM/YY-YY/MAT-XX
- Location-based: PUNE or other locations
- Year-based: 03/25-26 (March 2025-2026)
- Sequential: MAT-01, MAT-02, MAT-03...
- No Duplicates: System ensures unique numbers
Clear approval hierarchy:
- Requested By: Employee initiating request (e.g., Jesika Mehta)
- Prepared By: Person preparing the requisition
- Approved By: Manager/Department Head (e.g., Vikas Patil)
- Authorised By: Executive/Director (e.g., Amit Khanna)
- Signature Fields: Space for physical signatures on printed form
Dropdown menus prevent errors:
- Company Names: Pre-defined company list
- Manager Names: Select from employee list
- Departments: Validated department options
- Expense Types: Fixed category list
- Vendor Names: Approved vendor list only
- Single Data Source: All requisitions in one sheet
- Easy Filtering: Filter by company, date, department, vendor
- Historical Tracking: Complete procurement history
- Export Capability: Data can be used for analysis
- Perfect Layout: Form fits on one page
- Professional Appearance: Clean borders and formatting
- Logo Ready: Space for company logo (top left)
- Signature Lines: Clear spaces for all approvers
- Click the Access Link
- File → Download a Copy (if using Excel Online)
- Open in Microsoft Excel (2016 or later)
- Save as:
"PurchaseRequisition_YourCompany_2025.xlsx"
-
Go to "Validation" sheet (bottom tab)
-
Find "Company Name" column (Column A)
-
Review the default companies:
- BlueRock Advisors
- NexaSoft Solutions
- FreshWave Services
- AutoShine Hub
- PixelGrow Agency
- UrbanDesk Workspaces
- (and 17 more...)
-
Customize for YOUR organization:
- Delete companies you don't need
- Add your company names
- Keep the list clean (remove unused entries)
Example:
Your Company Pvt Ltd
Your Company Manufacturing Unit
Your Company Sales Office
-
In the same "Validation" sheet
-
Go to "Vendor Name" column (Column B)
-
Default vendors include:
- Orion TradeCorp
- NovaEdge Solutions
- AquaLeaf Drinks
-
Add YOUR vendors:
Amazon Business
Office Depot India
Local Stationery Mart
ABC Medical Supplies
XYZ Housekeeping Solutions
-
Still in "Validation" sheet
-
Find "Exp Type" column (Column C)
-
Default categories:
- Coffee Material
- HK Material (Housekeeping)
- Stationery Material
- Medicine Material
-
Customize to your needs:
Office Supplies
IT Equipment
Furniture
Pantry Items
Cleaning Materials
Safety Equipment
-
"Validation" sheet → "Name of the Manager" column (Column D)
-
Default managers:
- Vikas Patil
- Ankit Sharma
- Sneha Iyer
- Rohit Kulkarni
- Priya Deshpande
-
Replace with YOUR managers/approvers:
Rajesh Kumar (Operations Manager)
Priya Sharma (Finance Head)
Amit Patel (Admin Manager)
Sneha Gupta (HR Manager)
-
"Validation" sheet → "Project / Department" column (Column E)
-
Default departments:
- Administration Dept
- Finance Dept
- Human Resources
- IT Operations
- Procurement Dept
-
Add YOUR departments:
Sales & Marketing
Production
Quality Control
Research & Development
Customer Service
Logistics
- "Requested By" column (Column F) - Employees who can request
- "Authorised By" column (Column G) - Senior approvers
- "Received By" column (Column H) - Who receives materials
Add all relevant employees from your organization
- Open the "Data" sheet (second tab)
- Go to the next empty row (Row 4, 5, 6, etc.)
- Fill in the following columns:
Column-by-Column Guide:
| Column | Header | What to Enter | Example |
|---|---|---|---|
| A | Sr. No. | Sequential number | 2, 3, 4, 5... |
| B | Duplication Checking | Type "No" (system checks automatically) | No |
| C | Company Name | Select from dropdown | UrbanDesk Workspaces |
| D | Requisition Number | Auto-format: Admin/PUNE/MM/YY-YY/MAT-XX | Admin/PUNE/06/25-26/MAT-02 |
| E | Date (DD-MM-YYYY) | Enter date as DD-MM-YYYY | 10-06-2025 |
| F | Name of the Manager | Select from dropdown | Vikas Patil |
| G | Project / Department | Select from dropdown | Administration Dept |
| H | Requested By | Select from dropdown | Jesika Mehta |
| I | Authorised By | Select from dropdown | Amit Khanna |
| J | Vendor Name | Select from dropdown | NovaEdge Solutions |
| K | Exp Type | Select expense type | HK Material |
Example Entry:
Sr. No.: 12
Duplication: No
Company: UrbanDesk Workspaces
Req. Number: Admin/PUNE/06/25-26/MAT-02
Date: 02-06-2025
Manager: Vikas Patil
Department: Administration Dept
Requested By: Jesika Mehta
Authorised By: Amit Khanna
Vendor: NovaEdge Solutions
Expense Type: HK Material
- System automatically checks for duplicates!
- If you're ordering the same material type in the same month
- Column B will show "Its Duplicate"
- Review before proceeding
- Go to "Requisition Form" sheet (first tab)
- At the top right, you'll see: "Select Sr. [ ]"
- Type the Sr. No. from your data entry (e.g., 12)
- Press Enter
- The form automatically populates with:
- Company name (UrbanDesk Workspaces)
- Requisition number
- Date
- Manager name
- Department
- Requested by
- Justification (auto-generated from expense type + month/year)
Example Auto-Generated Justification:
"NovaEdge Solutions HK Material Order month of June -2025"
Still on the "Requisition Form" sheet:
- In the items table, add your materials:
| No. | Description | Lock Code | Unit Price | Qty. | Discount | Total |
|---|---|---|---|---|---|---|
| 1 | Cleaning Liquid | CL-001 | ₹150 | 10 | 5% | ₹1,425 |
| 2 | Floor Mops | FM-005 | ₹200 | 5 | 0% | ₹1,000 |
| 3 | Toilet Cleaner | TC-002 | ₹120 | 20 | 10% | ₹2,160 |
- Total is calculated automatically at the bottom right
- Example: Rs. 51,826.00 (shown in your form)
-
Review all details on the form:
- Company name ✓
- Requisition number ✓
- Date ✓
- Manager/Department ✓
- Items and total ✓
- Signature fields ✓
-
Print the form:
- Press Ctrl + P (or File → Print)
- No need to adjust anything!
- Form is already perfectly formatted
- Prints on one clean page
-
Get physical signatures:
- Prepared By: (Person who created the form)
- Approved By: (Manager - Vikas Patil)
- Authorised By: (Executive - Amit Khanna)
-
Submit for approval workflow
- Open "Data" sheet
- This is your complete requisition database
- Every requisition ever created is listed here
You can:
- Filter by Company: See only "UrbanDesk Workspaces" requisitions
- Filter by Date: See all June 2025 requisitions
- Filter by Department: See all "Administration Dept" orders
- Filter by Vendor: See all orders from "NovaEdge Solutions"
- Filter by Expense Type: See all "HK Material" purchases
-
In "Data" sheet, look at Column B (Duplication Checking)
-
Possible values:
- "No": Not a duplicate, safe to proceed
- "Its Duplicate": This material was ordered recently!
-
If duplicate detected:
- Check the previous entry (same material/company/month)
- Decide: Is this intentional? Or can we combine orders?
- Prevent wasteful duplicate purchases
Monthly Procurement Report:
- Go to "Data" sheet
- Apply filter: Date range (01-06-2025 to 30-06-2025)
- See all June requisitions
- Copy to new sheet for analysis
Vendor-wise Report:
- Filter by Vendor Name
- See total spent with each vendor
- Use for vendor negotiation
Department-wise Report:
- Filter by Department
- Track which departments are spending most
- Budget allocation insights
Format: Admin/PUNE/MM/YY-YY/MAT-XX
- Admin: Department code (Admin, Finance, IT, HR)
- PUNE: Location code (PUNE, MUMBAI, DELHI)
- MM/YY-YY: Month/Financial Year (06/25-26 = June 2025-2026)
- MAT-XX: Sequential (MAT-01, MAT-02, MAT-03...)
Example Numbering:
Admin/PUNE/06/25-26/MAT-01 (First admin requisition in June)
Finance/MUMBAI/06/25-26/MAT-01 (First finance req in Mumbai)
IT/PUNE/07/25-26/MAT-01 (First IT requisition in July)
❌ Don't skip the Sr. No. - Always use sequential numbers
❌ Don't enter wrong date format - Must be DD-MM-YYYY
❌ Don't ignore duplicate warnings - They save money!
❌ Don't modify formulas in the Requisition Form sheet
❌ Don't delete validation data - Breaks the dropdown menus
❌ Don't skip signature collection - Needed for audit trail
- Prepare the form completely before sending for approval
- Attach supporting documents (quotations, purchase justification)
- Follow hierarchy:
- First: Requestor prepares
- Second: Manager approves
- Third: Executive authorizes
- Keep copies: Print 2 copies (one for records, one for purchase team)
- Track status: Mark as "Pending", "Approved", "Rejected" in notes
- Update vendor list regularly when new vendors are approved
- Remove inactive vendors to keep list clean
- Add vendor contact info in a separate tracking sheet
- Rate vendors based on delivery time, quality, pricing
If managing multiple companies:
- Color-code each company in Excel (conditional formatting)
- Create separate reports per company monthly
- Set up approval hierarchies per company
- Track budgets separately for each company
- Go to "Requisition Form" sheet
- Click on the top-left area (where logo would go)
- Insert → Pictures → Select your company logo
- Resize to fit (approx. 2cm x 2cm)
- Logo will print on every requisition
You can modify (if you know Excel):
- Colors: Change blue headers to your brand color
- Font: Change to your corporate font
- Add fields: Extra approval levels, project codes
- Remove fields: Unused sections
Important: Don't modify cells with formulas!
- "Validation" sheet → Column C
- Add new expense types:
Safety Equipment
IT Hardware
Furniture & Fixtures
Marketing Materials
Travel Expenses
- These will automatically appear in dropdown menus
If you have multiple offices:
-
Change requisition number format to include location:
Admin/PUNE/06/25-26/MAT-01Admin/MUMBAI/06/25-26/MAT-01Admin/DELHI/06/25-26/MAT-01
-
Each location maintains separate sequential numbering
After requisition is approved:
- Copy requisition data to Purchase Order sheet
- Generate PO number based on requisition
- Link both documents for tracking
- Close loop when material is received
Create a new column in "Data" sheet:
- Budget Code: Which budget this draws from
- Budget Remaining: How much left in that budget
- Alert if over budget: Conditional formatting
Technology Stack:
- Microsoft Excel (Advanced formulas and data validation)
- VLOOKUP/XLOOKUP for form auto-population
- Data Validation for dropdown menus
- Conditional Formatting for duplicate alerts
- Named Ranges for dynamic dropdowns
- Print area optimization for professional output
Data Structure:
Purchase Requisition System
├── Requisition Form (Print-ready form)
│ ├── Company header
│ ├── Requisition details
│ ├── Item details table
│ └── Signature sections
├── Data (Master database)
│ ├── All requisition entries
│ ├── Duplicate checking column
│ └── Complete tracking information
└── Validation (Master lists)
├── Company names
├── Vendor names
├── Expense types
├── Manager names
├── Departments
├── Requested by (employees)
├── Authorised by (executives)
└── Received by (receivers)
Key Formulas:
Duplicate Detection: IF(COUNTIFS(Company,ThisCompany,ExpType,ThisExpType,Month,ThisMonth)>1,"Its Duplicate","No")
Form Population: VLOOKUP(SelectedSr,DataRange,ColumnNumber,FALSE)
Auto-Justification: VendorName & " " & ExpType & " Order month of " & MonthYear
Total Calculation: SUM(Qty * UnitPrice * (1-Discount%))
✅ Time Savings: 10-minute requisition vs. 30-minute manual form
✅ Prevents Duplicates: Auto-detection saves money on redundant orders
✅ Audit Trail: Complete history of all requisitions
✅ Approval Clarity: Clear workflow with signature tracking
✅ Multi-Company: Manage all entities in one system
✅ Data Consistency: Validation ensures clean data
✅ Professional Output: Print-ready forms every time
✅ Easy Reporting: Filter and analyze procurement patterns
Planned improvements:
- Web-based version (no Excel needed)
- Mobile app for quick requisition requests
- Email notifications for approval workflow
- Integration with accounting systems
- Automatic PO generation from approved requisitions
- Budget integration and alerts
- Vendor rating and performance tracking
- Material receipt tracking
- Invoice matching against requisitions
- Advanced analytics dashboard
Skills Demonstrated:
- Procurement process automation
- Excel advanced formulas (VLOOKUP, COUNTIFS, data validation)
- Business process design
- Multi-entity management
- Duplicate detection logic
- Print optimization and formatting
- Data consistency and validation
- Approval workflow design
This project shows:
- Understanding of procurement operations
- Attention to process efficiency
- Data integrity focus (duplicate prevention)
- Professional documentation skills
- Scalable system design
Available for:
- Custom procurement systems
- Purchase order automation
- Vendor management solutions
- Approval workflow tools
- Excel-based business applications
- Process optimization consulting
This system can be customized for various industries:
- Manufacturing companies
- Service organizations
- Educational institutions
- Healthcare facilities
- Retail businesses
If you have suggestions or need customization, feel free to reach out!
For customization requests, freelance work, or questions:
This project is available under the MIT License - use and modify for your organization's needs.
📋 Streamline Your Procurement - From Request to Approval in Minutes
⭐ If this system helps your organization, please star this repository!
💬 Have questions? Open an issue and I'll assist you!
🎯 Start managing requisitions efficiently today!