The Purchase Requisition Form is a critical document in Hong Kong's business environment that serves as the formal initiation point for any procurement activity within an organization. It is designed to ensure proper internal controls, budget management, and compliance with both organizational policies and Hong Kong business regulations. The form is typically used when departments or individuals need to request purchases of goods or services, requiring them to provide detailed information about the items needed, cost estimates, business justification, and delivery requirements. This document helps organizations maintain control over spending, ensure appropriate authorizations, and create an audit trail for procurement activities. The Purchase Requisition Form often integrates with broader procurement systems and may be either paper-based or electronic, depending on the organization's infrastructure and requirements.
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1. Requisition Information: Basic details including requisition number, date, department, and requester information
2. Item Details: Detailed list of items requested including quantity, unit price, description, and total cost
3. Budget Information: Cost center, budget code, and available budget details
4. Business Justification: Explanation of why the purchase is necessary and its business purpose
5. Delivery Information: Required delivery date and location details
6. Suggested Supplier: Preferred vendor information and contact details if applicable
7. Authorization: Approval fields including signature blocks for relevant authorities
1. Technical Specifications: Detailed technical requirements for complex equipment or specialized items
2. Competitive Quotes: Section for additional vendor quotes when required by procurement policy
3. Environmental Impact: Assessment of environmental considerations for organizations with green procurement policies
4. Risk Assessment: For high-value or high-risk purchases requiring additional scrutiny
5. Asset Management Information: For capital purchases requiring asset tracking
6. Foreign Currency Details: For international purchases requiring currency conversion information
7. Emergency Purchase Justification: For urgent requests that bypass normal procurement procedures
1. Price Schedule: Detailed breakdown of costs including unit prices, quantities, and total amounts
2. Technical Requirements: Detailed specifications or requirements for complex items
3. Terms and Conditions: Standard procurement terms and conditions of the organization
4. Supporting Documentation: Any additional documents such as quotes, catalogs, or specifications from suppliers
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