5 ways a purchase order template can elevate your business transactions

What is a purchase order form template?

A purchase order (PO) form template is a standardised document used by businesses to request and authorise the purchase of goods or services from a supplier. It serves as a written record of the agreement between the buyer and the seller, outlining important details of the transaction. The purchase order is typically generated by the buyer and sent to the seller before the actual purchase takes place.

How can using a purchase order template elevate your business transactions?

In the fast-paced world of business, every advantage counts. Embracing the simplicity and efficiency of a purchase order template can elevate your business transactions to new heights. This simple tool has the power to revolutionise the way your business conducts transactions. So, how exactly can a purchase order template help your business?

1. Streamline the purchase process

Templates save time by providing a pre-structured document where you only need to fill in the specific details for each purchase/transaction. This efficiency can be crucial, especially in businesses that handle a high volume of transactions. Docue offers a full contract process - after you have created your purchase order, it can be sent for signature using Docue’s e-signature function and then securely stored using Docue Drive.

2. Effectively incorporate legal terms

A purchase order can be used as a mechanism to incorporate legal terms and conditions - that means that those terms and conditions will govern and apply to the purchase of goods/services under that order. The terms and conditions will set out the key legal terms that apply to the order, including the obligations that both parties must comply with, limitations on liability and termination rights.

Docue’s purchase order template includes the option to easily incorporate terms and conditions, either by attaching them to the purchase order or by referring to the terms via a weblink. Our pro-purchaser terms and conditions for the purchase of goods and/or services can be found here.

Find out more about incorporating terms and conditions here.

3. Avoid a “battle of the forms”

It is important to make sure the terms and conditions that you want to apply to a particular order are agreed in writing, so there can be no dispute over which terms apply and have been agreed. This can avoid a “battle of the forms”.

A “battle of the forms” is a legal term that refers to a situation that can arise when two parties enter into a business transaction, and each party presents its own set of terms and conditions to apply to the sale/purchase. This could happen if a supplier sends an order form with terms and conditions, and then the buyer sends a purchase order containing its own terms and conditions. The general rule is that the terms of the last form to be sent and received by the other party will govern the transaction. To avoid this situation, a purchase order should include a signature section so that both parties can sign and indicate their agreement to, and acceptance of, the purchase order and the incorporated terms and conditions.

Docue’s purchase order template includes the option to include a signature section.

4. Avoid misunderstandings

It is important to document the particulars of the transaction in writing, and using a purchase order template can be a key tool in ensuring that all necessary information is documented. Documenting all commercial details of the purchase reduces the risk of misunderstanding with the seller and can prevent disputes in the future.

5. Effective record keeping

Effective record-keeping is a cornerstone of successful business operations. Purchase order templates create a systematic way of documenting transactions, making it easier to track orders, monitor expenditures and prepare for audits. This organised approach not only saves time but can also ensure compliance with financial and regulatory requirements.

How can Docue help?

Docue’s purchase order template can easily be customised to suit your business’s needs. All you need to do is answer a series of simple questions, and the document will be automatically updated in real-time to create a purchase order.

Docue’s e-signature function can be used to get your purchase orders signed. Unlimited e-signatures are included in all Docue plans.

Do you want to ensure your signed purchase orders are easily accessible but also stored securely? Use Docue Drive to store your documents safely. Docue Drive brings your contracts and other documents to one secure and manageable place. It doesn't just archive your documents, it brings them to life with dates, attachments and tags.

Sign up now to use Docue's purchase order template.