Commercial clarity before delivery
Include the PO number and date, buyer and supplier, item descriptions, quantities, agreed prices, tax treatment, delivery location, expected date, payment terms and authorization.
BUSINESS DOCUMENT FORMAT
Purchase Order Format
A purchase order records what the business intends to buy and the terms expected from the supplier before the purchase bill arrives.
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✓ PO number and supplier
✓ Products, quantity and price
✓ Delivery and payment terms
Keep order and purchase separate
A purchase order is not the supplier purchase invoice. Received quantity, final price and tax document should be checked before recording the completed purchase.
PO number and supplier
Products, quantity and price
Delivery and payment terms
Approval and expected date
COMMON QUESTIONS
Clear before you act
Does a purchase order increase stock?＋
Normally no. Stock should change when goods are actually received through the appropriate purchase workflow.
Can a PO differ from the final bill?＋
Differences should be reviewed and approved rather than silently overwritten.
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