An operator walks to the store room, needs twelve bearings for a running machine, and takes them.
The storekeeper hands them over because production cannot wait.
Nobody writes a requisition number. Nobody signs anything. Three weeks later, the bearings are missing from the shelf, but the stock ledger still says they are available.
That gap between what happened on the floor and what the record says is exactly what a store requisition format is designed to close.
A store requisition is an internal document used when one department asks the store to issue items already held in stock. It records who requested the item, what was requested, what was approved, what was actually issued, and why the item was needed.
It does not involve a supplier.
It does not create a purchase.
It does not move money.
It simply controls internal stock movement.
For factories, trading houses, distribution warehouses and multi-branch businesses in Bangladesh, a proper store requisition format helps keep the store ledger, physical stock and department usage aligned.
What Is a Store Requisition Form?
A store requisition form is a controlled internal request raised by a department, section, branch or employee asking the store to issue materials already held in stock.
It can be used for items such as:
- Spare parts
- Consumables
- Raw materials
- Stationery
- Packaging
- Maintenance items
- Tools
- Production support items
- Internal-use stock
The store requisition form sits between three common documents.
| Document | Purpose |
|---|---|
| Store Requisition | Requests items already available in store |
| Purchase Requisition | Requests procurement to buy from an external supplier |
| Goods Received Note | Records goods physically received from a supplier |
The difference matters.
A store requisition moves stock already inside the business.
A purchase requisition creates a buying request.
A goods received note confirms supplier delivery.
If these documents are mixed up, approvals become unclear and stock records become difficult to trust.
For a deeper explanation of the buying-side document, read Purchase Requisition vs Purchase Order.
Why Store Requisition Format Matters
A weak requisition process creates small errors that become bigger problems later.
For example:
- Items leave the store without approval.
- Serial numbers are reused.
- Quantity requested and quantity issued are not separated.
- The purpose is not recorded.
- Stock is issued but the ledger is updated later.
- Departments over-request because they do not trust stock availability.
- Month-end reconciliation becomes manual.
A strong store requisition format prevents these problems by making every internal stock issue traceable.
A proper requisition should answer five questions:
- Who requested the item?
- What item was requested?
- How much was requested?
- How much was actually issued?
- Who approved and issued it?
If the form cannot answer these questions, it is not strong enough for stock control.
Store Requisition Format: 12 Proven Fields
A practical store requisition format should be simple enough for daily use but structured enough for audit, stock reconciliation and costing.
Use these fields.
| No. | Field | What Goes In It | Why It Matters |
|---|---|---|---|
| 1 | Requisition No. | Serial number such as SR-2026-0148 | Makes the issue traceable |
| 2 | Date | Date the request is raised | Separates request date from approval or issue date |
| 3 | Department / Branch | Requesting department, section or location | Shows where demand came from |
| 4 | Requested By | Name and designation of requester | Creates accountability |
| 5 | Item Code | Store item code | Prevents confusion between similar items |
| 6 | Item Description | Item name as recorded in store | Makes the request clear |
| 7 | Unit | Piece, kg, litre, metre, box, roll | Keeps quantity meaningful |
| 8 | Quantity Requested | Quantity asked for | Shows department demand |
| 9 | Quantity Issued | Quantity actually released by store | Shows actual stock movement |
| 10 | Purpose / Job Reference | Job, machine, order, cost centre or use case | Connects stock issue to cost |
| 11 | Approved By | Authorised approver signature | Confirms permission |
| 12 | Issued By | Storekeeper signature | Confirms release from store |
The most important fields are:
Requisition number, item code, quantity issued, purpose and approval signature.
Without these, the store requisition becomes a note instead of a control document.
Store Requisition Format Sample
Below is a filled sample for a Gazipur-based manufacturing unit.
| Field | Entry |
|---|---|
| Requisition No. | SR-2026-0148 |
| Date | 14 January 2026 |
| Department / Requester | Maintenance, Md. Rakib Hasan, Assistant Engineer |
| Item Code | SP-BRG-2210 |
| Description | Ball bearing, 6205 ZZ, machine grade |
| Unit | Piece |
| Quantity Requested | 12 |
| Quantity Issued | 10 |
| Purpose / Remarks | Line-3 overlocker breakdown, job card JC-4471 |
| Requested By | Md. Rakib Hasan |
| Approved By | A. K. Chowdhury, Maintenance Head |
| Issued By | Nazrul Islam, Storekeeper |
This example is realistic because the requested quantity and issued quantity are not the same.
The requester asked for 12 bearings.
The store issued 10.
That difference is now recorded instead of becoming a surprise during physical stock count.
The purpose also points to a specific job card, which means the cost can be assigned to Line-3 maintenance rather than disappearing into general store consumption.
Store Requisition Format in Excel
A store requisition format can be maintained in Excel when the business has low daily volume and one or two stores.
A simple Excel register can include:
| Column | Example |
|---|---|
| Requisition No. | SR-2026-0148 |
| Date | 14 Jan 2026 |
| Department | Maintenance |
| Requested By | Md. Rakib Hasan |
| Item Code | SP-BRG-2210 |
| Item Description | Ball bearing, 6205 ZZ |
| Unit | Piece |
| Quantity Requested | 12 |
| Quantity Issued | 10 |
| Purpose | Line-3 overlocker breakdown |
| Approved By | Maintenance Head |
| Issued By | Storekeeper |
| Stock Updated | Yes / No |
| Remarks | Partial issue |
Excel works when the process is small and disciplined.
But the problem starts when the spreadsheet becomes the only control layer.
Excel stores information.
It does not carry workflow.
That means approvals, stock updates and month-end matching still depend on people manually keeping every file updated.
Where Excel Store Requisition Breaks
Excel usually breaks in predictable ways.
Serial Numbers Get Reused
Someone copies last month’s file, deletes old rows and starts again.
Now two different issues may share the same requisition number.
Approvals Stay Outside the File
The approval happens through phone, WhatsApp or verbal confirmation.
The sheet says approved, but the actual approval trail is missing.
Stock Ledger Does Not Update Automatically
The quantity issued is entered in the requisition sheet.
Then another person has to update the stock register.
If that second update is missed, book stock and physical stock start drifting.
Matching Becomes Manual
At month-end, the accounts or store team compares:
- Requisition sheet
- Stock ledger
- Physical stock
- Purchase records
- Department usage
That is not control.
That is reconstruction.
IBM describes cycle counting as periodic inventory counting used to check quantity accuracy without interrupting regular operations, which is useful once businesses want to move beyond one-time stock checks. IBM cycle count documentation IBM
Store Requisition vs Purchase Requisition
These two forms are often confused.
They should not be.
| Area | Store Requisition | Purchase Requisition |
|---|---|---|
| Purpose | Issue items already in stock | Request purchase from supplier |
| Stock position | Item already exists inside business | Item needs to be bought |
| Supplier involved | No | Yes |
| Money committed | No direct purchase commitment | Yes, after approval and PO |
| Main approver | Department head / store in-charge | Procurement / finance / management |
| Output | Internal issue record | Purchase process |
| Related document | Store issue / stock ledger | Purchase order / supplier invoice |
The difference is simple.
A store requisition moves internal stock.
A purchase requisition starts external procurement.
If a form needs supplier name, rate and purchase value, it is no longer a store requisition.
It is moving toward purchase requisition.
Store Requisition Process Step by Step
A store requisition process has three main stages.
Step 1: Raising the Request
The requesting person or department raises the requisition.
This could be:
- Machine operator’s supervisor
- Maintenance engineer
- Production supervisor
- Admin officer
- Branch manager
- Warehouse team
- Project engineer
At this stage, the request should include the item code, item description, unit, quantity and purpose.
The purpose is important because it connects the issue to a job, machine, department, cost centre or order.
Without purpose, the issue becomes difficult to explain later.
Step 2: Approval
The authorised person checks whether the request is valid.
Depending on company policy, approval may come from:
- Department head
- Store in-charge
- Plant head
- Branch manager
- Finance
- Operations manager
The approval should not live only in a message thread.
It should be part of the requisition record.
This is especially important when high-value or frequently used items are involved.
An approval without a trail may still be a real approval, but it is hard to prove later.
Step 3: Issue From Store
After approval, the storekeeper issues the item.
The storekeeper should record:
- Quantity issued
- Date of issue
- Issued by
- Any shortage or partial issue
- Remarks, if needed
The stock ledger should be updated at the time of issue, not days later.
Late posting is one of the main reasons physical stock and book stock stop matching.
Store Requisition Format for Bangladeshi Businesses
The basic fields of a store requisition format are similar everywhere.
What changes in Bangladesh is the operating reality.
Factories
In factories, production cannot always wait for paperwork.
A machine may stop.
A line may need spare parts.
A supervisor may request urgent material.
The form must be quick enough to use during a shift but controlled enough to support reconciliation later.
For factories, item code, quantity issued, purpose and approver signature are especially important.
Trading Houses and Distribution Warehouses
Trading and distribution businesses often deal with many small issues.
Packaging, cartons, labels, tape, consumables and operational supplies may move frequently.
If the form is too long, people will bypass it.
The format should be short, clear and easy to fill.
Multi-Branch Businesses
Multi-branch businesses face another challenge.
The request may come from one branch, stock may be held centrally, and approval may sit at head office.
That creates delay and undocumented verbal approval.
For this situation, the requisition format should include branch name, requester, approval status and issue reference.
For broader stock control context, read Inventory Management in Manufacturing.
Store Requisition and Stock Control
A store requisition does not exist only for paperwork.
It protects stock accuracy.
A proper issue process helps the business know:
- What left the store
- Who requested it
- Why it was issued
- How much was issued
- Whether the issue was approved
- Which department or job consumed it
- Whether stock balance changed correctly
If this link breaks, the stock ledger becomes unreliable.
That affects:
- Reorder decisions
- Costing
- Inventory valuation
- Production planning
- Maintenance planning
- Month-end reporting
For businesses where material leaves the premises, not only the store, the next layer is gate control. See Gate Pass Format for Material.
Store Requisition and VAT or Accounting Records
A store requisition is an internal stock control document.
It should not be treated as a VAT invoice, purchase book or sales book.
For VAT-registered businesses in Bangladesh, statutory purchase and sales records are separate. NBR’s VAT Rules include requirements around VAT-6.1, VAT-6.2 and VAT-6.2.1 records, including preservation in ERP software for registered persons where applicable. NBR VAT Rules National Board of Revenue
So the role of a store requisition is operational.
It supports stock issue, internal accountability and cost allocation.
It does not replace statutory VAT documentation.
When Paper Store Requisition Stops Working
Paper forms can work for small operations.
There is no need to overcomplicate a process that is already controlled.
A paper form may be enough when:
- There is one store
- Daily issue volume is low
- Approvals happen physically
- Stock ledger is updated daily
- Reconciliation is clean
- Serial numbers are controlled
But paper starts failing when:
- The business has multiple stores
- Several branches request stock
- The factory runs multiple shifts
- Storekeepers issue stock under pressure
- Approvals happen remotely
- The same person buys and issues stock
- Month-end reconciliation becomes a recurring argument
At this point, the issue is no longer the form.
The issue is the workflow.
A digital store requisition keeps the same fields but adds workflow control.
The request, approval, issue and stock update happen in one structured process.
How Managerium ERP Handles Store Requisition Control
Managerium ERP helps turn store requisition from a form into a connected workflow.
Instead of keeping the requisition in one file and the stock ledger in another, Managerium can connect store issue with inventory and approval flow.
A practical flow can look like this:
Request → Approval → Issue → Stock Update → Reporting
This matters because the stock movement and the approval trail stay connected.
Managerium ERP supports broader Inventory & Warehouse and Approvals workflows, helping businesses manage stock movement, branch-wise visibility and approval records from one structured system.
For businesses already struggling with manual stock issue, store records and branch requests, this is usually more valuable than simply redesigning the paper form.
You can explore Managerium ERP for the broader product view.
Store Requisition Format Checklist
Before using or finalising your format, check whether it includes these fields.
| Checklist Item | Included? |
|---|---|
| Requisition number | Yes |
| Date | Yes |
| Department / branch | Yes |
| Requested by | Yes |
| Item code | Yes |
| Item description | Yes |
| Unit of measure | Yes |
| Quantity requested | Yes |
| Quantity issued | Yes |
| Purpose / job reference | Yes |
| Approved by | Yes |
| Issued by | Yes |
| Stock update reference | Recommended |
| Remarks | Recommended |
If any of the first twelve fields are missing, the store requisition may not hold up well during reconciliation.
Common Store Requisition Mistakes
No Requisition Number
Without a number, the issue cannot be traced properly.
Quantity Requested and Issued Are the Same Field
This hides partial issue.
Always keep requested quantity and issued quantity separate.
No Item Code
Similar descriptions can create confusion.
Item code removes ambiguity.
No Purpose
Without purpose, the business cannot assign the issue to a job, machine, department or cost centre.
Approval Happens Outside the Record
Phone approval may work in the moment, but it creates problems later.
Ledger Update Happens Later
If issue happens now but stock update happens later, stock accuracy weakens.
Excel Is Treated as a Workflow
Excel can store the data, but it does not automatically enforce approval, stock update or reconciliation.
Frequently Asked Questions
What is a store requisition format?
A store requisition format is the standard layout used to request and record internal stock issue from the store to a department, branch, section or cost centre. It normally includes requisition number, date, item code, quantity requested, quantity issued, purpose, approval and storekeeper signature.
What should a store requisition format include?
A complete format should include requisition number, date, department, requester, item code, item description, unit, quantity requested, quantity issued, purpose, requested by, approved by and issued by.
What is the difference between store requisition and purchase requisition?
A store requisition asks the store to issue items already available inside the business.
A purchase requisition asks procurement to buy items from an external supplier.
The store requisition does not need supplier name, rate or purchase value.
Can I use Excel for store requisition?
Yes. Excel can work for a single store with low daily issue volume. It becomes weak when serial numbers are reused, approvals stay outside the file or the stock ledger has to be updated manually in a separate file.
Who approves a store requisition?
Usually the requesting department head approves it. In many factories, the store in-charge also countersigns before stock is released. For high-value or sensitive items, finance, plant head or management approval may also be required depending on company policy.
What is a store requisition slip?
A store requisition slip is another name for the same document. Some businesses call it a store requisition note or store issue slip. The name can vary, but the control purpose is the same.
Why is quantity issued different from quantity requested?
The store may not have the full requested quantity available. Recording both requested and issued quantities helps the business understand shortages, over-requesting and stock planning gaps.
Final Takeaway
A store requisition is a small document with a large control role.
It protects the link between the store room and the stock ledger.
A strong store requisition format makes every internal issue traceable by number, item, quantity, requester, approver and purpose.
For a small store, paper or Excel may work.
For factories, warehouses and multi-branch businesses, the bigger requirement is not just the form. It is the workflow behind the form.
Once requisitions, approvals, stock issue and inventory updates start happening in different places, the business no longer has a form problem.
It has a control problem.
That is when a connected inventory and approval system becomes worth evaluating.
