This construction purchase order template gives you a standard spreadsheet for ordering materials, equipment and services from suppliers on your projects. Many suppliers and subcontractors will not ship or start until they receive a purchase order, so issuing a clear, numbered PO quickly helps you hold schedule dates.<\/p>\n
A construction purchase order (PO) is a document a contractor issues to a supplier or vendor to confirm it is buying specific products or services. It lists the items, quantities, unit costs, totals and delivery details, and it references the project. Once the supplier accepts it, the PO becomes the agreed basis for delivery and invoicing. Numbering every PO lets you match deliveries and invoices to the right order and project cost code later.<\/p>\n
The template is a spreadsheet built in Microsoft Excel (.xlsx) and includes fields for:<\/p>\n
A purchase order is usually used to buy goods or simple services at agreed quantities and costs. A subcontract or contract is used when someone will perform work on site and needs detailed terms on scope, schedule, insurance, safety, changes and payment. Many contractors use POs for materials and subcontracts for labor and installed work.<\/p>\n
The buyer prepares it. On a construction project that is usually the contractor’s purchasing or procurement team, the project manager or the project coordinator. Larger companies often require an approval step, such as sign-off by the project manager or a manager with spending authority, before the PO goes to the supplier.<\/p>\n
Raise a PO once you have selected the supplier, confirmed the price and approved the item for use, and before the supplier delivers or starts. For long-lead items, raise it early enough to hold the delivery date in your schedule. Issuing the PO first also commits the cost against your project budget.<\/p>\n
At minimum: your company and the supplier, the project name, a unique PO number, the date, a description of each item with quantity, unit and cost, the order total and delivery details. Many contractors also attach or reference their purchase order terms and conditions.<\/p>\n
A unique number lets you link the PO to deliveries, invoices and cost reports. It prevents duplicate orders, makes three-way matching of order, delivery and invoice easier, and helps your accounts team pay suppliers on time and against the right project.<\/p>\n","protected":false},"excerpt":{"rendered":"