A purchase order is considered as a commercial document prepared by a buyer and handed down to a particular vendor to convey the buyer’s intention that former will avail of the latter’s goods or services. Furthermore, it will also outline the type and nature of the ordered goods, quantity, and the quality and condition of the goods. A purchase order’s function is to control the purchasing process from external suppliers. This type of commercial document comes in various forms and format like an Excel order form or in word.
In terms of formatting, purchase order forms can be manifested either as an electronic purchase order or non-electronic purchase order which It also come in a wide varieties of form like a retail order form, wholesale order form or a limited purchase request form and a lot more.
Recent surveys and studies suggest that purchase order forms are divided into 3 major sections namely the header, the main body of the purchase order, and the footer of the purchase order.
Purchase order forms are usually used interchangeably with sales invoices. However, the two documents are not synonymous. They have different functions and serve different purposes.
A sales invoice is prepared by a vendor unlike a purchase order which is prepared by the customer themselves. The invoice is given to the customer by the issuing company to serve as a documentation for the goods or services sold to the client. Unlike order forms in PDF which are under the custody of the client and are duly forwarded to the seller. Moreover, purchase order forms can also be managed online such as in the case of t-shirt order form template. These templates will help you build an apparel order form in the most convenient way possible.
Quotations are also different from purchase orders. These documents are prepared by the seller in a form of a business proposal and is subject to the approval of the customer or client. Quotations provide a breakdown of costs and services that are offered by the issuing company.
Indeed, purchase order forms have distinct characteristics and features that are different from other commercial documents.