The Purchase Order form is simply a legal document that authorizes a purchase transaction. It becomes binding when the form is accepted by the seller. It captures the information pertaining to the purchase of a goods or service. It records the details of the items the buyer has agreed to purchase at a specific price point. The purchase order form also shows the terms of payment and the delivery date agreed between the supplier and buyer. The purchase order is very important to modern businesses as it offers a legal protection, quality inventory management and payment tracking. The purchase order form also shows the terms of payment and the delivery date agreed between the supplier and buyer.
The purchase order takes a simple format which is easily readable and understandable. There are many formats; however, the basic one must include the information of the supplier which should include the business, name, address, city, zip code and phone number. It should contain the Purchase order date, the contract number and contract name in the case of a service. The format must include a space for the acceptance of the purchase order. Remember, the purchase order form is only valid if it is accepted by the other party. The end of the form should contain spaces for the signatories and authorities to the purchase order.
Creating the purchase order form is not a complex process and can be done by anybody who understands the format of a purchase order form. Below are the simple steps involved in creating a basic purchase order form.
Step1
The first step is to open up a work area for your purchase order form design. It can be done in a word document or a PDF depending on the available resources at hand.
Step2
Add a logo to your form. Although it is not entirely compulsory to add a logo to your purchase order form, it is important if you are making the document for a registered business. Search your picture folder for your logo, locate the image file and drag the object to your work area. You can resize it to the appropriate size you desire.
Step3
Add the purchase order title to the document. Make it bold and use an appropriate font.
Step4
Add a text field for the purchase order number. Ensure that the text field consists of not less than 10 numbers.
Step5
Create a column for date.
Step6
Add an address block. It should contain the name, address, city, state, zip code and country.
Step7
Do the same for the contact name, phone number, fax number and deliver to text fields.
Step8
Create a column for the purchase order details. You can do this by creating a table and partitioning it into quantity, part, description, unit price and total. Ensure that the table is well fitted to the document. Avoid very little or too large table designs. The table should contain enough rows to contain a sizeable number of purchase order details. Add the tax field, shipping charge if applicable and the total amount field in the form.
Step9
Your purchase order form is not complete if there is no terms and condition form. It is expected that you include it in your form. Therefore, create a column for the terms and condition and ensure it is well written.
Step10
Add the authorized signature column and the acceptance column for the other party and ensure they are well spaced.
With these steps above, a standard purchase order form can be created which will be acceptable to any party.
1
To make your purchase order look better, you can add your company slogan. However, note that it is actually not important and the absence of a slogan does not remove the value of the created purchase order.
2
If creating your purchase order from scratch sound a little difficult, there is actually nothing wrong in downloading a suitable template and modify it to suit your needs. However, ensure the basic format is present on the template.
3
The purchase order form is a legal document and must be treated with all seriousness and do not forget to specify the terms and conditions when creating the form.
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