What is a Purchase Order?

A Purchase Order is a written authorization for a vendor to ship products or provide services at a specified price, which becomes a legally binding contract once the supplier accepts it.

How do I fill out a Purchase Order?

Filling out a Purchase Order, whether for goods or services, is very straightforward:

  1. Refer to Company Policy for when you should use a Purchase Order to initiate a purchase.
  2. Select a vendor/supplier from the Vendor drop down of approved vendors. If the vendor you need is missing send an email request to have the vendor added using the Add Vendor link.
  3. Fill out the PO based on the vendor catalog, quote or verbal price.
  4. Select any corresponding Tag for each Purchase Order item (such as a project or account). Please see your Company Policy for more information about using Tags.
  5. Enter the items or services that are relevant to the Purchase Order and click the Add button to add them.
  6. Input the amount (or estimates) for Taxes and Shipping and Handling (if applicable).
  7. In the Other Information field, include any other items relating to the purchase - such as Terms of payment.
  8. Select the correct approver for your Purchase Order from the Approver drop down box.
  9. Click Preview to see your Purchase order.
  10. Once you have confirmed that the information entered is correct, click the Submit button at the bottom of the preview screen to send it for approval.
  11. If you are configured to receive alerts, you will receive an email notification when the approval is made.
  12. You can access the approved PO by clicking Accounting Forms, then History.
  13. If the vendor needs a copy of an approved PO for their records, print and fax, or save and email the PO.
Using Inventory

You can send a purchase order for items that have been entered in the corporate Inventory.

PO Inventory

  1. Select a vendor and then Press the Inventory button.
  2. A list will display of goods and fixed assets obtained from the selected vendor.
  3. Find the item you would like to order and select Add.
  4. Close the inventory screen.
  5. The part number, price and description of the item will automatically be added.
  6. Submit the PO as regular.
  7. When the PO is closed your inventory will update and reflect how many of the item your company has on hand.