A purchase order (PO) is a formal document that confirms a customer’s request for goods or services. It outlines the specifics of what’s being ordered, the agreed price, and the terms of delivery. Typically, it is generated by the customer and sent to the supplier, who then confirms receipt and agrees to the conditions set out in the order.
Why We Require a Purchase Order
We require a purchase order before we begin any work for several important reasons:
- Clarity and Accuracy: A PO ensures that both parties understand the scope of the work, the cost, and any agreed deadlines. This minimises the risk of misunderstandings or disputes later on.
- Formal Record: The PO acts as a legally binding record of the customer’s commitment to pay for the goods or services detailed. This provides security for both sides, giving a clear reference if needed.
- Financial Processes: From an accounting perspective, a PO streamlines processes, enabling proper tracking of orders, billing, and payments. It’s also an essential part of many organisations’ procurement processes.
We Will Not Start Work Without a Purchase Order
To protect both parties, we will not start any project or deliver any service until we have received a valid purchase order. This ensures all work is properly authorised, clearly defined, and accounted for.
If you have any questions about creating or submitting a purchase order, please get in touch with our team. We’re here to help you navigate the process and ensure everything runs smoothly.
How to Get a Purchase Order Raised
The process for raising a purchase order varies between institutions, but a good place to start is by contacting your procurement department. They will have the necessary processes and authorisation workflows in place to issue a PO. If you’re unsure who to speak to, your line manager or finance team should be able to point you in the right direction.
If you have any questions about creating or submitting a purchase order, please get in touch with our team. We’re here to help you navigate the process and ensure everything runs smoothly.