Free template

How to raise a purchase order: a one-page guide for your team

Your policy says what the rules are. This page tells people what to do. Fill in the square brackets, match it to your policy, and send it to everyone who buys.

3 pages · One-page staff guide · No sign-up needed

At a glance

Six steps, three don'ts

01Raise the request first. Before anyone contacts the supplier to place an order.
02Get the PO number onto the invoice. Suppliers quote it and send invoices to one address.
03Mark it received. So invoices are only paid for what actually arrived.

Contents

1. Do I need a purchase order?
2. Six steps
3. Please don’t

1. Do I need a purchase order?

The guide opens with a simple test. Yes if it costs more than your threshold, or falls into a set category such as IT equipment, software or consultancy. No for things like utilities, rent or expenses claimed back. Not sure? Ask a named contact.

2. Six steps

Raise a request first, before you contact the supplier to order.
Pick an approved supplier from the catalogue or approved list. If the supplier isn’t there, ask before you go further.
Add the details: what you need, the cost, the budget it comes from, and the quote if you have one.
Wait for approval. Don’t place the order until it’s approved.
Send the PO number to the supplier, and ask them to put it on the invoice.
Mark it received when it arrives, noting anything missing or damaged.

3. Please don’t

Order first and raise the PO later.
Split an order to stay under an approval limit.
Ask suppliers to send invoices to your own email.

In a genuine emergency, people call a named contact and still raise the PO within a set number of working days.

Writing the policy behind it? Start with our purchase order policy template.

With Webexpenses Purchase Orders, the right way is the quickest way: requests in one place, suppliers and prices from your catalogue, and approvals that follow your delegation of authority.