Purchase Order Form For [Project Name]
Project Management Administrative Policies & Procedures Draft 2 - 2007
Document Control
Document Information
Document Id Document Owner Issue Date Last Saved Date File Name
Information [Document Management System #] [Owner Name] [Date] [Date] [Name]
Document History
Version [1.0] Issue Date [Date] Changes [Section, Page(s) and Text Revised]
Document Approvals
Role Project Sponsor Name
Signature
Date
Project Review Group Project Manager Quality Manager (if applicable) Procurement Manager (if applicable) Communications Manager (if applicable) Project Office Manager (if applicable)
2003 VALC Consultants LTD. All rights reserved.
Project Management Administrative Policies & Procedures Draft 2 - 2007
Template Guide
What is a Purchase Order Form? A Purchase Order Form is a document which is completed to request the purchase of product from an external project supplier. Purchase Order Forms typically include: Delivery information (stating the Project, Supplier, Delivery and Billing details) Order details (describing in detail the type, quantity and price of product required) Payment details (i.e. the intended method of payment) Terms and conditions (for the purchase).
When to use a Purchase Order Form Use a Purchase Order Form if you wish to purchase products from an external supplier during the life of the project. Purchase Forms are used during the Execution phase of the project (i.e. the phase within which the deliverables are produced) as part of the Procurement Management Process. Although one Purchase Order Form may be completed per product, a Purchase Order Form may be completed for a set of products to be sourced from a single supplier. The Purchase Order Form is typically completed by the Procurement Manager (or Officer) and approved by the Project Manager prior to release to the supplier.
How to use this template This document provides a guide on the topics usually included in a Purchase Order Form. Sections may be added, removed or redefined at your leisure to meet your particular business circumstance. Example tables, diagrams and charts have been added (where suitable) to provide further guidance on how to complete each relevant section.
2003 VALC Consultants LTD. All rights reserved.
Project Management Administrative Policies & Procedures Draft 2 - 2007
Purchase Order Form
PURCHASE DETAILS Purchase Order #: Purchase Order Date: Required By Date: DELIVERY DETAILS From:
Project Name: Project Address: Project Contact Name: Project Contact Ph. No.:
To:
Supplier Name: Supplier Address: Supplier Contact Name: Supplier Contact Ph. No.:
Deliver To:
Delivery Contact Name: Delivery Address:
Bill To:
Billing Contact Name: Billing Address:
ORDER DETAILS Item Description Quantity Unit Price Total Price
Subtotal: Other: Total:
PAYMENT DETAILS Payment Method: Credit Card Details:
Card Type: Card Number: Expiry Date: Name on card:
Method of payment offered (e.g. credit card, cheque, direct debit, cash)
(e.g. Visa / MasterCard / Amex / Other) xxxx-xxxx-xxxx-xxxx xx / xx xxxxxxxxxxxxxxxxxx
TERMS AND CONDITIONS
List any terms and conditions applicable to this Purchase Order. For example: To validate this purchase order, the supplier must confirm the purchase price of each item listed above and the estimated delivery timescales within 24 hours of receipt of this order. This purchase order must be completed to the satisfaction of the receiver before any payment is due.
2003 VALC Consultants LTD. All rights reserved.
