Purchase Order (PO) Form

What is a Purchase Order (PO) Form? 

A purchase order (PO) is a critical document used to formalize the procurement of goods and services. It ensures that all transactions comply with stringent regulatory standards by detailing the quantities, part numbers and prices of items ordered. This form provides a mechanism to maintain transparency and traceability in the supply chain and device history. By using a PO form, organizations can ensure that all purchases are authorized, documented and meet regulatory requirements.

Tips on completing a Purchase Order (PO):

Completing a PO form for a medical device requires attention to detail and adherence to regulatory standards. Below are three tips to help you make progress in the right direction.

1. There is no “standard” formatting for a PO form. However, they should include at least the following information: PO number, buyer and vendor details, order details (items, prices, quantities, etc.), delivery details (when, where and how product will be delivered), and summary information. Tailor the form to your specific needs as an organization.
2. After creating a template for your PO form, ensure it is used consistently. This form serves as a communication tool between buyers and sellers, and maintaining a uniform structure will help preserve clarity in your interactions.
3. It may be helpful to set purchasing/authorization limits for members of your organization to avoid unauthorized spending. An example of this would be allowing staff engineers to have a self-approval purchasing limit of $500, but they would require authorization and a countersignature from the program manager for any purchase above that amount.