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 suppliers 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 suppliers 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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