Purchase orders are business forms designed to enter detailed information for the purchase or sale of goods and services. A purchase order, also called an order form or BO, is a fundamental part of the financial and accounting aspect of a company. Schemes are invaluable when learning how to fill out an order form.
Steps
Method 1 of 1: Write an Order Form
Step 1. Create a specific form for your company
- You can use templates to create the order form, designed to meet the needs of your company.
- The schemes can be downloaded from various free or paid websites.
- Make sure you read the copyright information thoroughly before downloading and using the free forms.
Step 2. Select the BO model
The forms are pre-printed with several colored and numbered pages, in order to enter data quickly and facilitate tracking and accounting. There are standard voices that you will find in all models. The items are:
- Order Form Number - A unique pre-printed number assigned to each order form.
- Reseller Name - The name and address of the supplier or buyer.
- Telephone Numbers - A telephone and fax number of the person to contact.
- Name of Other Suppliers - Used when a third party will supply the goods.
- Deliver To - The name of the party who will receive the service or goods.
- Destination - The address to which to make the delivery.
- Description - This item includes: the name of the item, the stock number, the unit price, the quantity and the total.
- Deadlines - The set dates by which to receive items or payments.
- Signature - The person (s) authorized to carry out the transaction.
- Date - The date on which the article was requested and the BO signed.
Step 3. Understand the terms
A signed order form is a legal agreement between parties for the transfer of goods or services. Find out if there is a replacement or refund if the item needs to be replaced. Accept replacements only in writing with the date and signature of the person in charge.
Step 4. Save time and money by using accounting software
Purchase software that can record purchases, payments, returns, debts, and credits for a single purchase. This information can be uploaded or downloaded in case of reports, audits or tax reasons.
Step 5. Keep the corporate archive organized
Always keep a copy of the paper form and any changes. When the goods are delivered, make sure that the order is complete. Double check the bill to make sure the numbers are correct.
Step 6. Return damaged items
If an item is damaged, contact the seller immediately. Provide the BO number, the item number, the delivery date, the order date and a description of the damage. Record the name, title and phone number of the person contacted.
