Purchase Orders (POs) are essential tools for businesses to manage their procurement process effectively. By using POs, companies can control costs, track expenses, and streamline their finance operations.
A Purchase Order is a legally binding document that outlines the details of a transaction between a buyer and a supplier. It includes information such as the quantity, description, price, and terms of the goods or services being purchased. By clearly stating these requirements, POs help to prevent misunderstandings and disputes with suppliers.
POs also play a crucial role in budget management. By issuing POs before making a purchase, companies can ensure they stay within their budget and only spend money on approved items. This helps to prevent overspending and keeps finances in check.
Furthermore, POs help to improve efficiency within the finance team. By having a standardised process for ordering goods and services, companies can reduce the risk of errors and delays in processing payments. This allows the finance team to focus on more strategic tasks and improve overall productivity.
In conclusion, Purchase Orders are a valuable tool for businesses looking to control costs, manage expenses, and improve efficiency in their finance operations. By implementing a PO system, companies can streamline their procurement process and ensure they get the best value for their money. You can customise our free purchase order templates for Word and Excel to suit your business. Certain elements are essential for a purchase order, regardless of your business type.
The purchase order template on this page is available to download for FREE. Zahara users can create POs that look like this, and have access to a whole library of other useful templates.
Word is great for sending occasional Purchase Orders, but there are better options for regular use. Excel helps you calculate totals, but the document could be more attractive.
Purchase Order software will help you cover many mundane tasks. You can create POs in the app and then send them out for approval before they even go to the supplier. The system will store all your records and automatically match them to the supplier invoice when they arrive. Instead of trying to track lots of random documents, there’s an entire audit trail so you can have complete control and oversight. An extremely professional and accurate system for helping with accountability.
Yes, the Purchase Order template is free, with no strings attached.
PDF is the safest way to send a purchase order to a supplier. Both these templates open in Word or Excel, and Microsoft allows you to Send as a PDF, using File > Share > Send as PDF.
When using Zahara, you can send PDFs in JSON or CSV format, making it simple for the supplier to access the data.
A purchase requisition comes one step before the PO, and it’s simply the request to buy something. A purchase request (PR) typically needs approval from management before a company employee can buy something and spend money. Once approved the Purchase Order will follow.
A purchase requisition is an internal document that is essentially a request. A request to buy something for the organisation and that request will likely be subject to an approval process.
Purchase orders are a formal request to a supplier for goods or services at a set price and within a specific time. It is an offer of a contract.
Yes! It is crucial to save your Purchase Orders. We recommend converting the document into a PDF as soon as you send it, and storing all of them in a secure folder.
When you send a PO to a supplier, you ask them to provide goods at the price you want, like making a contract. If they accept your order, you have a contract and must complete your part by making the purchase.
This is why it’s so key to have a robust approval process and full audit trail so you’re never caught out!
If the supplier sends an invoice that matches your order, we will likely process it faster. You must manually cross-reference with all your orders if there’s no matching PO.
Purchase order software, like Zahara, automatically matches the invoice to the adjacent purchase order, making the whole process much smoother and safer.
At Zahara, we’ve spent countless hours developing the best automated purchase order software.
Here is a helpful blog article that we recommend reading: How to implement purchase orders
Below are two free template purchase order documents. One is in Word format, and the other is in Excel format. These are easy to customise to suit; just download and change the colours to match your branding.
When you create a PO and send it to the supplier, they’ll soon deliver the goods or services you ordered. They’ll then send you an invoice for how much you owe, which can be matched to the original PO.
You may also receive a delivery note or goods received note (GRN), which is the third element. This should arrive before the invoice, and it serves as recognition that you’ve received what you asked for. In this instance, your finance team may now be working with three sets of data to help you crosscheck- hence the term 3-way matching.
Our Purchase Order Software streamlines the entire purchase order process. You can easily create, approve, and track purchase orders in a one place, eliminating paper-based hassles and reducing human error.
Say goodbye to manual data entry and tedious approval chains. Our intuitive, user-friendly interface allows you to generate purchase orders effortlessly, customise templates, and set up automated approval workflows tailored to your needs. You can find out more here or speak to one of our specialists today.
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