What is a purchase order?

A purchase order is specifically a document issued by the purchasing agent or contracting authority that authorizes a purchase transaction. It serves as a formal request to suppliers to provide goods or services under specified terms and conditions, including pricing, quantities, and delivery dates. Essentially, it creates a binding agreement between the buyer and supplier once accepted by the seller, helping to ensure clarity and compliance throughout the purchasing process.

Understanding this role is critical in the procurement process as it helps in maintaining control over spending, tracking orders, and managing inventory. This document also serves as a part of record-keeping for financial and auditing purposes, but its primary function is to enable the purchase transaction itself. Through the issuance of this document, the purchasing agent communicates essential details necessary for the supplier to fulfill the request, ensuring both parties have mutual understanding about the transaction.