Take procurement processes to the next level with e-purchase requisition (e-Req)

Those who purchase quickly at the best conditions and make the process transparent will remain at an advantage. Electronic requisitioning (e-Req) is the first and most important step toward digitalization.

Back in the day – the problem with paper purchase requisitions

For a long time, the procurement process in companies was paper-based or handled using unstructured data – with all the disadvantages that entailed. Paper-based processes tend to lack transparency, and documents have to be located on request. For those reporting requirements, the steps after sending the purchase requisition remained unclear. Certainty about the current status of a purchase requisition could only be obtained through time-consuming and nerve-wracking follow-up phone calls. In addition, the paper-based process gave rise to the well-known phenomenon of “maverick buying.”

What is the e-purchase requisition (e-Req)?

e-Req stands for “electronic requisition” – it is the digital equivalent of a paper requisition.

The abbreviation e-Req stands for “electronic purchase requisition” – it is the digital counterpart to the paper purchase requisition. An electronic purchase requisition is a request sent to the purchasing department in a digital and structured format to provide materials or services of a certain quantity at a certain time. Once they switch to electronic purchase requisitions, companies take their procurement management to a new, higher level.

Digitization of the P2P start: The three process steps

The digitization of the procurement process begins with e-purchase requisition and combines the requisition, the request for quotation, and the order. This eliminates the need to search for paper-based requisitions or purchase orders and results in fast processing times.

The P2P start can be divided into three clear, harmonious steps:

1. The requisition request (e-Req): New requisition requests can be generated using a web form. Users can access the status of their requisition requests at any time.
2. Automated request for quotation: Manual letters are a thing of the past. Based on the demand notification, various potential suppliers can be automatically requested to submit a quotation. The requests and incoming responses are collected in the demand process, which facilitates documentation and decision-making.
3. Order triggering: If an order is triggered based on a requirement notification, this is usually done via an ERP or merchandise management system. This process can be carried out automatically from the e-Req or at the touch of a button. At the same time, the previous requirement file becomes an order file.

Control and compliance: The end of maverick buying

Electronic requisitioning ensures a clear process structure. It sheds light on the process and puts an end to the phenomenon of maverick buying. The company’s ordering behavior can be checked at any time, establishing an ordering culture based on personal responsibility.

e-Req provides your company with:

• Rule-based workflows: Approval workflows automatically control the path of requisition requests. The process can take different paths depending on the type and/or value of the item to be approved (e.g., for services, office furniture, or IT equipment).
• Increased transparency: Electronic requisition requests ensure internal transparency within the company. Every authorized person can view the status of the requisition at any time.
• Auditability and compliance: The solution ensures automatic compliance with internal guidelines and legal requirements. The auditability of the e-Req is guaranteed at all times. Documents and process information are generated and stored in an electronic transaction file – all in one place, accessible from anywhere.
• Mobility: Thanks to modern technology, electronic purchase requisitions can also be created, displayed, and edited via smartphones/tablets, as the solution enables location-independent, mobile working.

The decisive advantage: Basis for easy invoice

Digitizing the request process is the most important building block for optimizing downstream processes. As soon as the order is triggered, all collected documents and process information (what was requested, approved, commented on, etc., by whom and when) are centrally available in the digital order file.

This comprehensive documentation enables seamless integration with easy invoice, the solution for secure invoice management. This greatly simplifies and accelerates the subsequent invoice verification process, as invoices can be easily reconciled with purchase orders when the requirements, order, and delivery information match. The structure of e-Req thus directly supports compliance with the e-invoicing requirement applicable since 2025 and its impact on incoming invoice processing.