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Purchase Order Form

Purpose: Reduce mistakes in ordering and track the accuracy of your suppliers

Master List File Name: PURCHORD

Format: 1 Page, 1 Part or Multi-part

A purchase order keeps track of what merchandise was ordered from a specific supplier so that you know what merchandise you have on order, and so that you can determine the correctness of shipments you receive.

Use: When you print purchase order forms, they should be numbered sequentially. If this is not done at the time of printing, they can be sequentially numbered as they are used. If you are ordering directly from the mill, or if you normally order from a single supplier, you can best use purchase orders by filling out the form to request all items that you need from that supplier, and faxing the form to the supplier’s fax number. Check the "Please Confirm" box so that the supplier will call or fax a confirmation to you, stating that they did receive the purchase order and identify any items that they could not provide at this time.

If you order from multiple suppliers, calling your order in by telephone, purchase orders become a great tool for tracking what you will be receiving from each manufacturer. After you place a telephone order, create a purchase order by filling the form with all the items you have just ordered from the supplier. Fax a copy to the supplier – with a written explanation that this is a confirmation of an order already placed by telephone. Make sure to write the words "DO NOT DUPLICATE" in large letters in your explanation text. Your supplier will match the items on your purchase order against the items in your telephone order to make certain they are identical. This will serve to ensure that the items you thought you ordered from the supplier are the same items the salesperson at your supplier’s company thought you ordered. Confirming your purchase with a written purchase order can prevent costly errors, because when your supplier ships the items that the packing list says you ordered, the supplier considers the order correct.

While you are waiting for an order to arrive, any questions as to whether specific goods were ordered, or which supplier they are coming from can be easily answered by referring to the pending purchase orders.

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