Introduction:

The frustration and inefficiency that comes with managing piles of paperwork is no longer an unavoidable obstacle to go through when it comes to purchase order management.

By establishing an automated process to manage your purchase order workflow, you can seamlessly track progress in real-time and shorten purchasing cycles.

This checklist is designed to guide a buyer and supplier through the purchase order creation and approval process and integrate with your existing systems to automate as much of the process as possible.

Let’s get started.

Preparation:

Record basic details

Enter the details of the purchase order in the form fields below. 

You can automatically populate all purchase order information through our integrations with procurement software including ProcurementExpress.com

Supplier details

Purchase order details

Create the purchase requisition

Now that you have recorded the basic details of the purchase order, create the purchase requisition so the request can be reviewed and approved by your manager and the finance department. 

You can upload or link to the purchase requisition form below. 

Click here for more info on what to include in a purchase requisition form and to download free templates. 

Approval (buyer):

Send to manager for approval

Send the purchase requisition to your manager for approval. 

You can use the email template below to do so. 

The following two email templates assume that you have uploaded the requisition and linked to it in the previous task. Be sure to edit the templates appropriately if this is not the case. 

Send to finance for approval

It's also important to gain approval from the finance department within your organization. 

Contact them and ensure you have their approval before issuing the purchase order. You can use the email template below to do so. 

Confirm the requisition has been approved

Record reason for refusal

Using the form field below, describe why the requisition was refused. 

Creation:

Create the purchase order

Nice, the purchase requisition has been approved. You can now go ahead and create the purchase order that will be sent to the supplier for approval. 

You can automate this step be integrating your accounting, procurement, or document management software such as Xero, ProcurementExpress.com, or Zoho Books with Process Street.

Send the order to the supplier

Send the purchase order to the supplier.

You can use the email template below, adjusting appropriately depending on whether you uploaded and/or linked to the purchase order in the previous task. 

Approval (supplier):

Review the purchase order

Review the purchase order that was sent by {{form.Buyer_-_Company_name}}. 

Confirm acceptance of the order

Describe reason for declining the order

Using the form field below, describe the reason why you have decided to decline the order issued to you by {{form.Buyer_-_Company_name}}. 

Notify the buyer that the order has been declined

Notify the buyer that the order has been declined. 

You can use the email template below to do so. 

Final steps:

Confirm delivery date

Confirm the date that the goods will be delivered on. Hopefully, it matches your proposed date of delivery:

Proposed date of delivery: {{form.Proposed_date_of_delivery}}

Send details to the receiving department

Now that the purchase order has been accepted by the supplier, send all relevant details to the receiving department so they can know exactly what to expect when the order is completed. 

You can use the email template below to contact them. 

File the purchase order for internal records

Lastly, file the purchase order for your internal records. You can add a link to where the record is located using the form field below. 

Sources:

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