The simple answer to this question is that an effective purchase order is an essential component to any successful business. Whether you are just starting your business or you are more experienced, it is important to review your purchase order to verify it is accomplishing your goals.
A purchase order is a document sent from a buyer to a supplier requesting an order. The document sets forth the type of item, the quantity and quality requested, and the agreed-upon price. It should also include shipping details and ve information. Purchase orders can range from simple one-page forms that employees can fill out to more complex orders with many details included. When the seller accepts the terms of the purchase order, a legally binding contract is formed which protects both parties.
Many entities forego using purchase orders in an effort to increase response time or because they have already established a working relationship with the vendor. However, as your business grows and relationships change, communication challenges can negatively impact your efficiency if purchase orders are not used. The purchase order is a tool that allows the parties to determine where the request went awry, fix any errors and maintain amicable business relations. For example, if a product is delivered in unsatisfactory condition, the buyer has documentation that proves what was expected and it reduces the likelihood of legal disputes arising over the issue.
If your entity is using a paper procurement process, it can create a lot of paperwork for you to maintain. You may want to consider using digital purchase orders and electronic signatures where available. This allows you to access the purchase records anywhere at any time. Having access to real-time data it an option that companies of all sizes should enjoy. However, the most important thing to remember is that however you handle it, the foundation of procurement success is the purchase order.
If you have questions about purchase orders or other business matters, we have the answers. Call us today to schedule your initial consultation. Our office is located in Melbourne, but we proudly serve individuals and businesses across the State of Florida.