Purchase Order File Checklist Form Template

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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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