PROCUREMENT PURCHASING
Why Too Many Free-Text Requisitions Slow Down Purchasing
A department orders the same item every month. Each request uses a slightly different description, and each time a buyer has to confirm the product, supplier, price, and unit of measure. The extra work is easy to miss on one requisition. Across a purchasing team, it becomes a recurring queue.
Find the requests worth fixing
Start with a representative period of requisition lines. Group repeat purchases by supplier, manufacturer part number, item description, and requester location where those fields are available. Then look at where buyers spend the most time clarifying requests. A frequently ordered low-dollar item can be a better starting point than an expensive item purchased once a year.
Review the patterns with requesters and buyers. Sometimes the item is already in the catalog, but employees search for it by a familiar nickname or a manufacturer number the catalog doesn’t recognize. Sometimes the catalog shows an outdated package size. Fixing search terms, item data, or units of measure may solve the problem without adding another item record.
Match repeat purchases to the right workflow
| Buying pattern | Workflow to consider |
|---|---|
| Standard item with a repeatable price and unit of measure | Catalog item with searchable descriptions and part numbers |
| Predictable recurring service from an approved supplier | Standing or blanket order with defined scope and controls |
| Regular demand at a stocking location | Replenishment based on stocking levels and actual usage |
| One-time or specialized request | Free-text requisition with fields that capture the buyer’s essential information |
Roll out the changes to a small group of requesters and see whether they can find and order what they need. When staff continue using free text for an item you just added, ask them to show you how they looked for it. Their search often points straight to the problem.
Measure the share of requisition lines entered as free text, then pair it with buyer touches, time from request to order, and the rate of requests sent back for clarification. The objective is to make routine buying easier while giving unusual purchases a clear path.