Understanding Purchase Orders: Process, Types, and Real-Life Examples
What is Purchase Order? A Purchase Order (PO) is a formal, legally binding document issued by the buyer to the seller , indicating the intention to purchase specific goods or services under agreed terms. It includes: Product/service details Quantities Prices Delivery date Payment terms Steps: 1. Requirement Identified The buyer identifies the need for certain goods/services. 2. Buyer Prepares a Purchase Order The buyer fills out a PO with: Items needed Quantities Prices (usually based on a prior Quote ) Shipping info Terms and conditions 3. Buyer Signs and Sends the PO to Seller The PO is signed (physically or digitally). It's sent via email, EDI (electronic data interchange), or procurement platform (e.g., SAP Ariba, Coupa). 4. Seller Reviews the PO The seller verifies the PO details. If everything looks good, the seller accepts the PO. NOTE: In many cases, the seller doesn’t need to physically sign — an email confirmation or acceptance in a system is sufficient. 5. PO Become...