The Purchase Request Form is a crucial document in Swiss business operations, designed to initiate and track procurement processes while ensuring compliance with Swiss commercial law, particularly the Code of Obligations (OR). This document is typically used when employees or departments need to request goods or services, requiring formal approval before any purchase commitment. The form includes detailed information about the requester, items requested, cost estimates, business justification, and approval requirements based on organizational hierarchies and Swiss regulatory requirements. It serves as the first step in the procurement process, creating an audit trail and ensuring proper authorization before financial commitments are made. The document is structured to accommodate various types of purchases while maintaining consistency with Swiss business practices and internal control requirements.
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1. Requester Information: Details of the person/department making the request, including name, department, contact information, and cost center
2. Request Details: Date of request, requested delivery date, and priority level of the request
3. Item Details: Detailed list of items requested, including quantity, estimated unit price, and total estimated cost
4. Business Justification: Explanation of why the items are needed and how they will benefit the business
5. Budget Information: Confirmation of budget availability and relevant cost center codes
6. Approval Workflow: Section for required signatures/approvals based on purchase value and type
1. Urgent Request Justification: Additional section for explaining why the request needs expedited processing, used only for urgent requests
2. IT Equipment Specifications: Detailed technical requirements section, used when requesting IT equipment or software
3. Preferred Supplier Information: Section to specify preferred suppliers if any, used when requester has specific supplier preferences
4. Environmental Impact Assessment: Section for sustainable procurement considerations, used for environmentally sensitive purchases
5. Risk Assessment: Section for identifying potential risks associated with the purchase, used for high-value or complex items
1. Technical Specifications: Detailed technical requirements or specifications for requested items
2. Price Quotations: Attached supplier quotations or pricing documentation
3. Supporting Documents: Any additional documentation supporting the purchase request
4. Terms and Conditions: Standard organizational terms and conditions for purchases
5. Authorization Matrix: Reference table showing approval requirements based on purchase value and type
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