Purchase Request Template

ITSM

Our Jira Purchase and Procurement Request Template

Managing Purchase Requests efficiently is crucial in ITSM to ensure timely procurement and adherence to organizational standards. Here’s an example of a Purchase Request description template in JIRA’s wiki format.

Copy and paste this example into your Jira issue while issue creation and then save it as a Jira purchase request template with Easy Templates app.

Request Overview

Short description of the IT item or service being requested.

Requestor Details

• Name: [Individual’s or department’s name]

• Department/Team: [Associated department or team]

• Contact Information: [Phone number, email, or other relevant contact details]

Item/Service Details

• Type: [e.g., “Software”, “Hardware”, “Service”]

• Specific Model/Version: [e.g., “Dell XPS 15”, “Microsoft Office 365 Business”, “Cloud Storage Integration”]

• Quantity: [Number of items or licenses required]

• Expected Delivery Date: [When the item or service is needed by]

Justification

Provide a detailed rationale for why this purchase is necessary, including any benefits, alignment with projects or goals, and potential impact on workflows if not acquired.

Estimated Cost

Provide a ballpark figure or exact amount, if known.

Vendor Details (if known)

• Vendor Name: [Name of the supplier or service provider]

• Contact: [Vendor contact details or sales representative information]

Previous or Similar Purchases (if applicable)

Reference any previous similar purchases or explain how this request aligns with existing tools, technologies, or services within the organization.

Approval Workflow

Indicate the necessary approvals required, e.g., “Department Head -> IT Manager -> CFO”.

Attachments

Attach quotes, specifications, or any other relevant documents that can support the purchase request.

Notes/Additional Information

Any other relevant details or context about the request.

This template aims to capture all pertinent details of the Purchase Request, providing clarity for the approvers and ensuring that all organizational and ITSM standards are met. Modify the template as necessary based on your organization’s specific ITSM practices and procurement procedures.

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What Is a Purchase Request in ITSM?

A Purchase Request in IT Service Management (ITSM) refers to the formal process where departments or individuals within an organization submit a request to acquire IT-related items or services. This can range from software licenses and hardware components to full-scale IT systems or consulting services. The request is typically evaluated based on the organization’s needs, budget, and IT strategy. Once approved, the IT department or procurement team initiates the purchasing process. This system ensures alignment with organizational standards, optimizes budget allocation, and maintains a record of IT assets and services procured.

How to Make an Effective Jira Purchase or Procurement Template

To design an efficient Jira template for streamlining the procurement process, it’s helpful to focus on the typical questions a procurement team might ask at each stage. Highlighting these questions can guide the template’s structure, ensuring it covers all critical aspects of procurement:

• Identification of Need:
  • What is the justification for the new item?
  • Are there specific features or specifications required?
  • Is it possible for the item to be shared effectively among multiple users or departments?
• Sourcing Process:
  • Who are the potential suppliers?
  • Is the supplier an approved vendor?
  • What are the key factors influencing the item’s price?
  • Under what circumstances is choosing a higher bid over the lowest bid justified?
  • Are there benefits to bulk purchasing or establishing a business partnership?
  • How does the service warranty influence the selection?
• Contract Drafting:
  • Are all necessary details accurately reflected in the contract?
  • What are the protocols for delayed shipments?
  • What warranty terms are included?
• Invoice Processing and Payment:
  • Has the correct invoice been received?
  • Are all invoice details, including legal terms, accurate and complete?
  • What steps are involved in forwarding the invoice to the finance department?
  • How is timely payment ensured, and how is payment confirmation communicated to the supplier?
• Receiving and Asset Management:
  • How is the product inspected upon receipt to ensure it meets the required specifications?
  • What is the process for documenting the purchase?
  • How is the item integrated into the organization’s asset-tracking system?

Incorporating these specific questions into your Jira template will make it a comprehensive tool, guiding the procurement team through each step and ensuring all critical aspects are addressed efficiently.