Templates 
Basic Purchase Order
Basic Purchase Order
Basic Purchase Order
A purchase order is a business document and offer issued by a buyer to a vendor indicating types, quantities and agreed prices for products or services.
Basic Purchase Order
This diagram was created on Jul 13, 2021 11:44 AM and was last updated Jul 13, 2021 11:44 AM.
1.
Request a Quote
Request a Quote
Start by asking the vendor for a quote with the requirements. If you are unsure of what the requirements are then ask the IT Manager.
Links to2. Prepare the Quote
2.
Prepare the Quote
Prepare the Quote
Once the vendor has received the requirements they will prepare a quote.
Linked from1. Request a Quote
Links to3. Quote
3.
Quote
Quote
This is the Vendor prepared quote which details on the pricing and breakdown.
Linked from2. Prepare the Quote
Links to4. Review the Quote
4.
Review the Quote
Review the Quote
The Procurement Manager will review the Vendor's Quote with the IT Manager.
Linked from3. Quote
Links to5. Approve the quote?
5.
Approve the quote?
Approve the quote?
Does the IT Manager approve the quote and want to move forward with the purchase? Purchase Orders can only be made for purchases less than $10,000 per year.
Linked from4. Review the Quote
6.
Explain New Vendor Form with Vendor
Explain New Vendor Form with Vendor
Communicate the New Vendor Form with the Vendor and explain the required fields.
Linked from5. Approve the quote?
Links to7. New Vendor Form
7.
New Vendor Form
New Vendor Form
This is our organization's standard New Vendor Form to onboard new vendors.
Linked from6. Explain New Vendor Form with Vendor
Links to8. Complete New Vendor Form
8.
Complete New Vendor Form
Complete New Vendor Form
The Vendor will complete the New Vendor Form will all of the required fields.
Linked from7. New Vendor Formand 2 more
Links to9. Completed New Vendor Form
9.
Completed New Vendor Form
Completed New Vendor Form
This is the completed New Vendor Form that has all o the required fields in it.
Linked from8. Complete New Vendor Form
Links to10. New Vendor Form correct?
10.
New Vendor Form correct?
New Vendor Form correct?
Did the Vendor complete all of the fields correctly? If so, approve the form. If not, tell the vendor to complete the form again.
Linked from9. Completed New Vendor Form
11.
Call to Verify Banking Information
Call to Verify Banking Information
Call the Vendor to make sure that all of the banking information is correctly entered in the form.
Linked from10. New Vendor Form correct?
Links to12. Bank information approved?
12.
Bank information approved?
Bank information approved?
Is the bank information correct? If so, approve the bank information. If not, tell the vendor to complete the form again.
Linked from11. Call to Verify Banking Information
Links to13. Request Purchase Order
13.
Request Purchase Order
Request Purchase Order
Send a request to the Finance Office to ask for a new Purchase Order.
Linked from12. Bank information approved?
Links to14. Complete Purchase Order
14.
Complete Purchase Order
Complete Purchase Order
The Finance Office will complete a new purchase order.
Linked from13. Request Purchase Order
Links to15. Completed Purchase Order
15.
Completed Purchase Order
Completed Purchase Order
This is the completed Purchase Order that has all of the necessary information on it and should match the vendor's quote.
Linked from14. Complete Purchase Order
