Write the order from the buyer’s side
Put your purchasing details under Buyer and the business fulfilling the order under Supplier. Reference the accepted quote, add the requested delivery date and give each product a recognizable specification. Put the delivery address and access instructions in the buyer details or notes.
Example: ordering office supplies
For twelve boxes at 18 per box, the pre-tax order value is 216. List model numbers, pack sizes or agreed substitutions in the description so the supplier does not have to guess. The requested delivery date should be consistent with what the supplier can provide.
PO-026 · Quote Q-113 Printer paper, box of 5 reams | 12 × 18.00 Pre-tax order value: 216.00
Keep approval outside the document tool
Save the order before sending and keep the supplier’s acceptance. Generating this PDF does not obtain purchasing authorization, confirm stock or establish that the supplier accepted the request. Match the eventual delivery and invoice to the order reference.