FREE Order Templates

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A purchase order is a document sent by the buyer to the seller specifying the details of the goods and services. If there previously existed no agreement between the two parties this document can act as a contract when signed by either party. Since these documents are legally binding, with signature, buyers can use purchase orders to create a paper trail and keep track of inventory. It can be beneficial in the following situations:

• Tracking payments to different vendors.
• Keeping track of large orders.
• Keep records for auditing purposes in the future.
• Use it to specify the terms between the parties involved.

The main elements of a Purchase Order are:

• Seller: Includes information of the party providing goods and services in exchange for money.
• Buyer: Information on the party that is acquiring goods or services and giving out money in exchange.
• Order Number: You need to come up with a unique code that will be used to track down orders to manage the inventory.
• Description of Goods & Services: This provides details for the goods and services such as cost, quantity and total amount.
• Billing Address: The address where the invoice should be sent to the seller so that goods acquired can be paid for.
• Shipping Address: The location where the goods are expected to be delivered.
• Shipping Date: The day when goods will be shipped from the seller to the buyer.
• Signature: Both parties are required to sign the document. The buyer signs when he shows his intentions of buying goods and the seller when he accepts the buyer’s offer.
• Order Date: When parties decided to start the transaction.

The steps to get a purchase order number from your dealer are as follows:

• Enter your transaction code.
• Enter vendor.
• Enter the material number that needs to be procured.
• Enter the quantity and unit of measure (the optional – system uses UoM from purchase info record).
• Press ENTER to confirm the data entered.

An invoice is prepared by the seller, sent to the buyer, and should contain:

• Date of Issue.
• Invoice Number.
• Purchase Order Number.
• Quantity of Goods Sold/Services.
• Agreed Prices.
• Discount (if any)
• Taxes (if any)
• Total Amount Due.