Store requisition procedure

Askar DG KAMIS
Dec 15, 2025
2 min read

OBJECTIVE

To ensure that proper procedures are followed for the issuance of all inventory items

POLICY

1. All inventory issuances must be evidenced by a complete, valid and properly approved store requisition form. In addition to evidencing authorized issuance, the form is necessary for cost calculation purposes.

2. The Storekeeper may reject incomplete or illegible store requisition forms.

PROCEDURE

I. Timing of requisition

1. The daily cut off time for accepting store requisition forms and official issuing hours should be determined and be in accordance with the established procedures. Normally food and beverage materials are issued once each day at a pre-determined time and other goods are issued once or twice a week.

2. Goods cannot be issued during off-duty hours except in the case of an emergency. Issuing of goods during off-duty hours because of inappropriate inventory control by the user department or failure to observe the official issuing hours is not permitted.

II. Requisition procedure

1. The Storekeeper will not issue goods unless a store requisition form is submitted and approved by an appropriate department head. This applies to all items that are taken out of the storeroom for any reason. In order to avoid confusion, a list of authorized signatures of the department heads able to approve issuance should be prepared.

2. A store requisition form will be issued with two copies by the requesting department and routed to the relevant department head for approval; once signed, the store requisition should be handed to the Storekeeper for preparation and subsequent issue.

3. The Storekeeper should ensure that requisition forms submitted are complete. If a requisition form is not complete, is illegible, or lacks signatures for approval, such requisition form should be rejected.

4. The Storekeeper must prepare and issue goods as per the store requisition form; at the time of issuance, he and the person receiving the goods will sign on the requisition form to acknowledge the process.

5. After the goods are issued, a copy of the requisition form is returned to the requesting department along with the goods and the original requisition form is sent to the Cost Controller for the transaction to be posted into the inventory system.

The Cost Controller should always check to determine whether original data was correctly input into the system.

III. Store requisition form