Before You Submit a Requisition in RealSource

September 8, 2026 by Brandy Miles

A little information up front can make a requisition easier to review and process. Before submitting in RealSource, include the documentation and details Purchasing will need to understand the request and determine the appropriate procurement path.

What to include

Depending on the purchase, this may include:

A clear description of the goods or services being purchased, including quantities, dates, deliverables, or other important requirements. For a declining balance PO under an existing contract, include the dates the DBO is expected to cover. See Link to Declining Balance Orders: Best Practices for Smooth Procurement for more information.
Supplier documentation such as a quote, proposal, scope of work, estimate, pricing sheet, or invoice.
Supplier contact information if it is not already included in the supporting documentation.
All applicable quotes or proposals when multiple quotes or other competition documentation are required.
Complete supporting forms or documents such as a Sole Source, Emergency Purchase justification, or other required documents.
Service details such as deliverables, start and end dates, location, and total cost when relevant.
The applicable contract in RealSource, when one already exists. Linking the contract helps connect the requisition and resulting PO to the agreement being used. See Link the Contract & Protect the Deal in RealSource⁠ for more information.
Prior PO or contract information for renewals, extensions, or related purchases (optional).
Applicable prerequisite reviews or approvals when they are required for the purchase.
Plan ahead. Purchasing timelines vary based on the procurement method, complexity, and required reviews. See Start Ahead, Stress Less: A Simple Way to Keep Purchases Moving⁠ for additional guidance on timing.

Helpful comments are welcome

The comments field can also help Purchasing understand how the requisition should be handled.

For example:

If the requisition is being submitted so Purchasing can conduct a solicitation, note that clearly — such as “Requisition submitted for BVA” or “Requisition submitted for RFP.”
If you are already working with a particular buyer or team, include a note such as “ATTN: Jane Doe.”
Include other useful context such as a required deadline, cooperative contract number, or other circumstance that may affect the purchase.

These details are not needed on every requisition, but they can save time when there is something Purchasing should know at the start.