What a purchase order needs
A purchase order needs a unique PO number, supplier details, ship-to address, itemized SKUs with quantity and agreed unit price, a requested delivery date, and payment terms. The PO number is what lets you match the eventual delivery and invoice back to this specific order.
Purchase order vs. purchase requisition
| Document | Purpose |
|---|---|
| Purchase requisition | Internal request to buy something, typically needing approval |
| Purchase order | Formal document sent to the supplier once the requisition is approved |
What happens after the PO is sent
1. Confirmation
The supplier confirms the order and ships against the agreed quantities and dates.
2. Receiving
Goods arrive and are checked against the PO's ordered quantities before being added to stock.
3. Three-way match
Invoice, PO, and receiving record are compared before payment is released.
Automating the PO step
Once a reorder point is hit for a SKU with a known supplier and agreed price, StockFlow's automated reordering can draft the PO with the right quantity pre-filled turning "remember to order more" into a quick review-and-send step. See what is procurement for how the PO step fits into the full purchasing process. Not ready for software yet? Start from a free purchase order template instead.
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