This document discusses various forms and documents used in the procurement process for purchasing goods and services. It describes requisition forms that are used by departments to request stock from stores, including a sample departmental requisition form. It also explains purchase requisition forms that are used to request items from the purchasing office. Additional documents in the procurement process mentioned include purchase orders sent to suppliers, goods received notes to report delivered items, and an index of approved suppliers. Sample formats are provided for many of the key forms.

1. Document used in the
purchase of goods and
services
By Mrs. G Flanders-Hinds
Section 10
Objective 4

2. Section 10
objective 4

3. OBJECTIVES
Preparation and interpretation of the documents
used in the purchase of goods and services:
(a) Requisition forms (purchase and stock); and
(b) Order forms

5. The procurement management process
In order to carry out the procurement process, Figure I depicts
some of the documents and activities that must be carried out
by staff members to ensure the efficient purchase of goods
and services for the business organization.

6. Fig. I The Procurement Management Process

7. Documents used in the purchasing office
These are the documents the that procurement office would
often use when purchasing goods and services from external
suppliers:
• Index of suppliers
• Departmental requisition
• Purchase requisition
• Purchase order
• Distribution of purchase order
• Goods received note
• Distribution of goods received note

8. Index of suppliers
Index of suppliers – is a list of names of approved
suppliers, arranged alphabetically with addresses
and telephone numbers, descriptions of goods
ordered from them, terms and conditions of sale and
unit prices of goods. It is prepared and stored on
computer by the purchasing office

9. INDEX OF SUPPLIERS
Specimen index of suppliers format

10. Departmental requisition
A departmental requisition – is prepared by the staff
member of a department, authorized by the head of
department (HOD) and sent to the store clerk
requesting items for use by the staff member. The
original is sent to the stores clerk as authority for the
item issued and to monitor the rate of use of the item,
while the carbon copy is filed by the HOD as a record of
items received from stores. The rate of use will indicate
when to purchase the new stock.

11. DEPARTMENTAL STOCK REQUISITION
To: No. 22
Date: 16 March 2018
Please supply the following item(s)
Quantity Description Quantity Description
2 dozen boxes Standard staples 2 reams Legal size copy paper
4 reams A4 copy paper
Requested by: Patricia Shade (Administrative
Assistant)
Department: Administration
Authorized by: Fran Semper (Office Manager) Date: 16 March 2018
Received by: Patricia Shade (Administrative
Assistant)

12. Purchase requisition
A purchase requisition – is prepared by either the Head
of Department (HOD) within the firm or the stores clerk
and sent to the purchasing office requesting goods to
be purchased when they are not in stock or when a
new item is required. The original is sent to the
purchasing office so it can order the item and the
carbon cop is filed by the HOD or stores clerk as a
record of item requested from the purchasing
office

13. PURCHASE REQUISITION
To: Purchasing Officer No: 27
Date: 16 March 2018
Please supply the following item(s)
Quantity Description Supplier
3 Ergonomic office chairs Millennium Office Suppliers Limited
2 Four-drawer vertical filing cabinets Millennium Office Suppliers Limited
3 Ergonomic computer desks Millennium Office Suppliers Limited
Date required: ASAP Department: Registry
Requested by: Jane Brown(Senior Office Clerk) Date: 16 March 2018
Authorized by: Amanda Fox (Supervisor) Date:

14. Purchase orders
A Purchase order –
is prepared as a
letter or on a
printed form by the
buyer and sent to
the supplier
requesting goods to
be purchased.

15. ORDER
XTREME GLOBAL OFFICE SUPPLIES LTD
Petit Bourg
San Juan
Trinidad
Office Supplies Limited
Cor. New and St Vincent Street
Port of Spain
Date:
Delivery by:
Delivery Date:
22 March 2018
Company’s Delivery van
Within three working days
Please supply the following item(s)
Quantity Description Unit Price
3 Ergonomic office chairs $1250.00
2 Four-drawer vertical filing cabinets $1500.00
3 Ergonomic computer desks $1050.00
John Clarke
Chief Buyer

16. Goods received note
Good received note – is prepared
by the stores clerk to report the
arrival of the goods.

17. GOODS RECEIVED NOTE
Supplier: Office Supplies Limited
Cor. New and St Vincent Street
Port of Spain
Date: 27 March 2018
Please supply the following item(s)
Quantity Description No. of packages Order No.
3 Ergonomic office chairs 3 456
2 Four-drawer vertical filing cabinets 2 456
3 Ergonomic computer desks 3 456
Delivered by: Received by: Date:
Condition of goods:
Recorded into stock by: Date:

18. Test
Students are required read and interpret the following question
carefully and fill out the departmental stock requisition on the
next slide.

19. TEST
You are Janice Paul, a typist in the Records Management Section of
your firm, and your supervisor is Mrs. Jean Pierre. You require in the
next three (3) days the following items from the stores clerk Mr. Keith
Patrick. Use the form supplied to the request the items. Use the
current date. The requisition number is 30. Please fill out the
departmental requisition form below to complete the question.
i. 1 ream A4 copy paper
ii. 1 black HP deskjet cartridge
iii. 1 gross C6 white envelopes

20. DEPARTMENTAL STOCK REQUISITION
To: No:
Date:
Please supply the following item(s)
Quantity Description Quantity Description
Requested by: Department:
Authorized by: Date:
Received by:

21. ANSWER
This is how the departmental requisition form should look like
after you have filled out the form. Please see the next slide.

22. DEPARTMENTAL STOCK REQUISITION
To: Mr. Keith Patrick
Store clerk
No: 30
Date: 16 April 2018
Please supply the following item(s)
Quantity Description Quantity Description
1 ream A4 copy paper
1 Black HP deskjet cartridge
1 gross C6 white envelopes
Requested by: Janice Paul (Typist) Department: Records Management
Section
Authorized by: Jean Pierre (Supervisor) Date: 16 April 2018
Received by: Janice Paul (Typist)

23. REFERENCES
Carysforth, C., Neid, M., Maxime, C. & Metz, Y. (2012). Office
Administration for CSEC. A Caribbean Examination Council Study
Guide. Nelson Thornes.
Finisterre, S., Payne, L., & Reid, J. (2004). Longman Office
Administration for CXC. Pearson Education Limited.
Trendfield-Newsome, A. & Walker, C. (2011). Office Administration for
CSEC Examinations. Macmillan Publisher Limited.
Whitcomb, A. (2012). Heinemann Office Administration for CSEC.
Pearson Education Limited.