Open a Purchase Order
How to Open a Purchase Order
Before opening a Purchase Order (PO), make sure the following documents and agreements are already in place:
- Approved Quote
- Agreed Payment Terms
- Signed Agreements or Contracts Between the Parties
These documents are essential for accountability, transparency, and compliance. They must be finalized before submitting any PO.
Important Note
Once the PO is created, it must always be linked to the work performed.
The following documents should walk together at every stage of the process:
- Purchase Order
- Vendor Quote
- Invoice
Keeping this trio aligned ensures smooth processing, accurate tracking, and timely payments.
Scenarios for PO Creation
- Project-Based Request
Used for campaigns, deliverables, or event-related purchases. - Recurrent Goods or Services
For recurring needs like printing, merchandising, or monthly services. - Urgent or One-Time Purchases
For unplanned yet essential purchases. Always attach justification. - Service Providers or Freelancers
Used for collaborations with consultants, creatives, or agencies. Attach agreements and define payment milestones.
Final Checklist
Before submitting your PO:
- Vendor profile is active
- Quote and terms are attached
- Budget line or project code is set
- Approval has been granted
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