A requisition number, often shortened to Req #, serves as a unique internal tracking code used by organizations to manage and formalize requests for resources, personnel, or funds. This number transforms an informal need into a structured, trackable business request within the company’s system. It acts as the initial reference point that guides the request through the necessary internal channels for review and ultimate approval.
What Defines a Requisition Number
The requisition number functions as a control mechanism, representing the internal request for an item or service, not the confirmed order or approval itself. It is generated the moment a specific need is formally identified and submitted by a department head or manager. These identifiers are frequently structured as alphanumeric strings, sometimes incorporating date codes or departmental prefixes to enhance traceability across different business units. The presence of a Req # confirms that a formal request has been logged into the company’s financial or human resources system, initiating the procedural workflow.
Essential Functions of the Requisition Number
Businesses rely on the Req # to maintain financial budget control over departmental spending. Assigning a unique number ensures that every request is checked against pre-approved allocations before any expenditure is authorized. This process prevents unauthorized spending and supports accurate forecasting of future resource needs.
The number also provides a simple, universal reference for tracking the status of a request as it moves through various administrative stages. This systematic tracking capability functions as an authorization and audit trail for internal compliance purposes. The unique identifier documents who initiated the request, when it was submitted, and every person who subsequently reviewed and approved the action, creating a clear history.
Requisition Numbers in the Hiring Process
When a department requires a new employee, the manager first submits a formal request for headcount approval, which results in the issuance of a Requisition Number for that position. This number is confirmation that the vacant role has been budgeted for and formally approved by upper management and the finance department, giving Human Resources the authorization to proceed. Without this specific identifier, HR cannot legally post the job externally or begin the recruitment process, as the position is not validated in the system.
For job applicants, the Requisition Number is a common data point found on the official job posting or within the Applicant Tracking System (ATS) where they submit their materials. This number allows the candidate to quickly reference the exact position they are applying for when communicating with recruiters or checking the status of their application. It is distinct from the purchase requisition number, as it specifically tracks the internal approval of a personnel slot rather than a material good or service. Every new hire aligns with the organization’s approved workforce plan.
Requisition Numbers in Purchasing and Procurement
In procurement, the Requisition Number is tied to a Purchase Requisition (PR), which is the internal document used to request goods, services, or equipment from an outside vendor. This initial internal request is logged with a unique Req # to track it as it moves from the requesting department to the central purchasing office. The number allows the procurement team to monitor the demand for resources and assign the expense to the correct cost center.
The Req # is different from the Purchase Order (PO) number, which represents the external contract with the vendor. Once the internal Purchase Requisition is fully approved, the purchasing department generates a PO, the official document sent to the supplier authorizing the transaction. The requisition tracks the internal need and budget approval, while the PO tracks the legal commitment and external delivery of the product or service.
Tracking the Requisition Number Lifecycle
The lifecycle of a requisition number begins when an initiator, typically a department manager, submits the formal request into the company’s enterprise resource planning system. From there, the Req # moves through a standardized sequence of internal approvals to ensure compliance and budgetary alignment. This often involves review by the direct manager, followed by a deeper scrutiny from the finance or human resources department depending on the request type.
Upon receiving final approval, the status associated with the Requisition Number is updated, and the request is converted into an actionable outcome. For a headcount request, this means the job can be posted; for a purchase request, it means a Purchase Order can be issued to a vendor. If the request is denied at any stage due to budget constraints or other reasons, the Requisition Number is marked as void or retired in the system, maintaining a complete record of the entire process.