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This checklist identifies documents typically retained in a P.O.
file to properly document purchase order activities for future reference.
The complexity and value of the product or service being
purchased should be used as a gauge to decide how much documentation is needed.
Buying items stocked locally with immediate delivery requires minimal
documentation on price and quantity.
Conversely, the purchase of a million dollar piece of equipment requires
extensive documentation to protect against possible claims for extras not
clearly specified and documented during the purchasing process.
Simple but effective,
this format has been proven over time to be an easy and cost-effective solution
to ensuring that the proper documents are maintained in purchase order files.
Formatted in Word providing an effective tool for everyday use
by contract administrators and buyers.
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