The Purchase Order Journey: What are the steps of a PO?

LearnApril 22, 20245 min read

What is a Purchase Order?

Before we go into what are the steps of a purchase order and how to create one, we need to define what it is. A purchase order (PO) is a legally binding document that a buyer issues to a seller. It serves as a contract between the two parties, detailing the specifics of the order, including the types and quantities of products, payment terms, and delivery details. This document provides the seller with a guarantee against non-payment and allows the buyer to monitor inventory and purchase history.

The steps of a Purchase Order

The process of creating and implementing a purchase order involves several stages. It begins with a requisition that needs approval, leading to the creation of a purchase order, before ultimately receiving the goods and paying for them. The process includes several steps from requisition and PO creation to approval, fulfillment/shipment, receipt, and invoicing.

The steps for a purchase order are as follows:

  1. Identify Need: The first step in the purchase order process is identifying the need for a product or service. This could be triggered by a low inventory level, customer demand, or a strategic business decision.
  2. Select Vendor: Once the need is identified, the next step is to select a vendor. This could be a vendor that the company has an existing relationship with, or a new vendor that offers a better price or quality. The selection process should consider factors such as price, quality, delivery time, and vendor reputation.
  3. Submit Purchase Requisition: Depending on how sophisticated a business's procurement process is, a purchase requisition is required before a purchase order is created. In this case, the requestor of the goods or service submits a purchase requisition, which is an internal document that outlines the details of the needed item, including the quantity, description, estimated cost, and delivery timeline.
  4. Approve Purchase Requisition: The purchase requisition is reviewed and approved by the appropriate personnel, such as a manager, purchasing agent, or operations lead to ensure it aligns with the organization's policies and budgets.
  5. Create Purchase Order: After a requisition is approved, a purchase order is created. This document should include details such as the type and quantity of the product or service, the agreed price, the delivery date, and the payment terms. The purchase order should be reviewed and approved by the appropriate personnel within the company.
  6. Send Purchase Order: Once the purchase order is approved, it is sent to the vendor. This can be done via email, fax, or a dedicated procurement software. The vendor then reviews the purchase order and, if they agree with the terms, they accept it.
  7. Delivery and Inspection: After the vendor accepts the purchase order, they deliver the product or service. Upon delivery, the company should inspect the goods or services to ensure they match the specifications in the purchase order. Oftentimes, the goods will come with a document called a shipping receipt, bill of lading (BOL), or goods received note (GRN), which should be checked against the purchase order to ensure the goods received match the order.
  8. Invoice Processing and Payment: After the goods or services are received and approved, the vendor sends an invoice or bill to the company. The company then processes the bill and makes the payment according to the terms agreed in the purchase order. Teams can verify if the invoices and receipts match the purchase order through 3-Way Matching.
  9. Recordkeeping: The purchase order, receiving documentation, and payment information are maintained as part of the organization's records.

How to create a Purchase Order

Creating a purchase order can be done in several ways. Business owners can use online software specifically designed for this purpose or create their own order forms using simple Word or Excel documents. Purchase Order software like Settle can expedite the purchasing process by automating the purchase order creation process, reducing errors and accelerating the process. Many procurement software tools like Settle commonly integrate with accounting systems. Regardless of the method chosen, a purchase order should include:

  • Issue date
  • Required products and their quantities
  • Product details (SKU numbers, model numbers, brand names)
  • Price per unit
  • Delivery date
  • Purchase order number
  • Business information (shipping and billing address, company name, contact information)
  • Payment terms

Create a Purchase Order in under 6 minutes with Settle*

Settle can help automate your purchase order process by helping you create, send, 3-way match, and organize your POs in one place. From creating a PO to paying for it, we can handle your inventory procurement needs from start to finish. Instead of creating POs from scratch and manually filling out the details, you can auto-fill them with items already saved in your catalog. Plus, you can customize your POs with property templates (such as size, color, etc.) and add your business logo. You can also send your POs to your vendors straight from Settle, track the status of your POs, and 3-way match your bills and goods received notes (GRNs) against your POs automatically. Take a self-guided tour of Settle's Purchase Orders or get started for free with unlimited purchase orders.

*The statistics presented are based on available data obtained from Settle's internal quality assurance procedures and testing protocols. They are for informational purposes only. Settle makes no representation or warranties, expressed or implied, with respect to this information. For more information on our data sources and methodology please contact our customer support team.
SharePlatform iconPlatform iconPlatform icon

Subscribe to our newsletter


OR

Recommended Articles

What Are Net Terms?
Learn4 min read

What Are Net Terms?

Making use of net terms can enable both buyers and vendors to increase their profitability and sales dramatically. This is what net terms are.

Settle Spotlight Series: Q&A with Vividly
Learn9 min read

Settle Spotlight Series: Q&A with Vividly

We sit down to chat with Alyshah Walji from Vividly, a trade promotion management (TPM) software built by and for the consumer packaged goods industry.

What is the Cash Conversion Cycle?
Learn6 min read

What is the Cash Conversion Cycle?

A company’s cash conversion cycle can speak volumes about its operational efficiency and financial stability. It can also determine whether people get paid on time.

Accounts Receivable Factoring 101
Learn4 min read

Accounts Receivable Factoring 101

Accounts receivable factoring can help companies can improve their financial stability and cash flow. We’ll explain what it is and how it's beneficial in our guide.

How to Create an Invoice
Learn6 min read

How to Create an Invoice

Creating invoices can be tedious, especially for new businesses processing everything manually. Learn how to create invoices effectively and efficiently with this detailed guide.

Settle Spotlight Series: Q&A with SourceMedium
Learn14 min read

Settle Spotlight Series: Q&A with SourceMedium

In this month’s Settle Spotlight Series, we chatted with Will Holtz from SourceMedium about how interconnected data can be a superpower for brands in hyperscale mode.

The 2024 Settle Staff Picks Holiday Gift Guide
Learn2 min read

The 2024 Settle Staff Picks Holiday Gift Guide

Do you really need another gift guide this time of year? Our Settle team spends so much time obsessing over our customer brands, that the right answer is obviously yes. We have compiled the inaugural Settle Staff Picks Holiday Gift Guide, with the most fire small brands out there. So read on for ideas from stocking stuffers to travel accessories – for everyone on your list. And join us in shopping small this holiday. 

Settle 2023 Product Wrap
New Feature3 min read

Settle 2023 Product Wrap

A year in review of Settle's product releases that make running CPG brands easier.

Your purchasing process. Made simple.
New Feature2 min read

Your purchasing process. Made simple.

We brought simplicity to bill pay. Now we’re bringing it to the purchasing process, with end-to-end support that takes a load off your plate.

Invoice vs. Receipt: What's the Difference?
Learn6 min read

Invoice vs. Receipt: What's the Difference?

Invoices and receipts are similar in concept, but differ in the details. Here’s what differentiates invoices from receipts, and why it’s important to understand.

What is an A/P Aging Report?
Learn6 min read

What is an A/P Aging Report?

The Accounts Payable Aging Report is an essential tool for businesses with a large number of accounts payable to track. Here’s a general breakdown of A/P Aging Reports.

What Are the Consequences of Equity Dilution?
Learn5 min read

What Are the Consequences of Equity Dilution?

Equity dilution can be a very concerning process for shareholders who are unfamiliar with its consequences. This is how to avoid equity dilution and keep stocks healthy.

What is the Accounts Payable Process?
Learn4 min read

What is the Accounts Payable Process?

Accounts payable (AP) refers to all the payments that a business owes its suppliers and creditors. Neglecting your accounts payable process can lead to production and supply issues.

Black Friday CPG Prep Checklist
Learn6 min read

Black Friday CPG Prep Checklist

Black Friday sets the tone for your business’ holiday season. Start early on forecasting demand, devising marketing strategies, and preparing your site.

How to Evaluate Accounting Firms
Learn7 min read

How to Evaluate Accounting Firms

Figuring how to find the right accounting firm for your company can be difficult. Here’s how to choose the best accounting firm for any business.

A Guide To Inventory Management for CPG
Learn6 min read

A Guide To Inventory Management for CPG

Learning to navigate inventory management can be a tricky part of growing your brand. Check out our guide to inventory management to find out more about it.

Non-Dilutive Funding Guide for CPG Brands
Learn7 min read

Non-Dilutive Funding Guide for CPG Brands

A popular source of funding is financing from angel investors and VCs. Yet many companies fail to recognise non-dilutive funding — where no ownership is lost.

Navigating Distribution And Retail Margins for CPG Brands
Learn8 min read

Navigating Distribution And Retail Margins for CPG Brands

For emerging CPG brands, navigating challenges like supply chain disruptions and retail changes underscores the critical importance of understanding and managing retailer and distributor margins, as it directly impacts profitability and success in the industry.

How to Find a CPG Distribution Partner
Learn5 min read

How to Find a CPG Distribution Partner

Partnering with the right distributor is arguably one of the most essential tasks for a retail company. Find out what to look for in distribution partners and how to source them.

Accounts Payable vs. Accounts Receivable
Learn5 min read

Accounts Payable vs. Accounts Receivable

Understanding accounts payable and accounts receivable is an essential part of business workflow. So how do they differ? Learn more about them in this guide.

An Introduction to Cash Flow Forecasting
Learn6 min read

An Introduction to Cash Flow Forecasting

A company’s ability to make a cash flow forecast is essential in the world of modern business. Here is everything you need to know about cash flow forecasting.

What Is Amazon FBA and Is It Right For You?
Learn7 min read

What Is Amazon FBA and Is It Right For You?

Using Amazon FBA is a great way for companies to expand their scalability and fulfillment abilities. Here is how it works, and how businesses can benefit from it.

How Long Does a Wire Transfer Take
Learn7 min read

How Long Does a Wire Transfer Take

Wire transfers can be the quickest method of exchanging funds. Knowing how long it takes can help determine whether wire transfer is the best solution.

Guide: The ABCs of cashflow
Learn2 min read

Guide: The ABCs of cashflow

We put our heads together with the folks at IndieCPG to create a guide to the basics of cashflow for new (and maybe even not-so-new) founders.

Settle blog

Insights in your inbox

Join our newsletter and never miss an update on Settle's latest features and industry trends.