Purchase Requisition and Purchase Order: [Requisition or PO number]
Two linked forms: the internal purchase requisition that asks for
approval to buy, and the purchase order (PO) that commits the
organisation to a supplier, with line items, delivery terms,
Incoterms rule where goods cross borders, and the key terms of
purchase. Delivery terms use rule names from ICC Incoterms 2020
(in force since 2020-01-01, the current edition listed by ICC on
2026-10-30). Replace every [bracketed] value and every row marked
Example. This is a documentation format, not legal advice: check
the current official text and a qualified professional.
Document control
| Field | Value |
|---|
| Form ID | [FRM-PO-NNN] Example: FRM-PO-002 |
| Version | [1.0] |
| Owner | [@head-of-procurement] |
| Terms of purchase version | [TOP v3.1, YYYY-MM-DD] |
| System of record | [ERP purchasing module] |
| Last updated | YYYY-MM-DD |
| Classification | [Internal; PO shared with supplier] |
Revision history
| Version | Date | Author | Change summary |
|---|
| 0.1 | YYYY-MM-DD | [@name] | First draft |
| 1.0 | YYYY-MM-DD | [@name] | Example: Incoterms field and delivery schedule added |
Part A. Purchase requisition
A1. Requester and budget
| Field | Value |
|---|
| Requisition number | [PR-YYYY-NNNNNN] Example: PR-2026-011547 |
| Date raised | YYYY-MM-DD Example: 2026-10-27 |
| Requester | [@name, department] Example: [@planner], Production planning |
| Entity and cost centre | [Entity, cost centre] Example: Corvanna Instruments Ltd, CC-4100 Assembly |
| Budget line and remaining budget | [Line, amount] |
| Need-by date | YYYY-MM-DD Example: 2026-11-20 |
| Business reason | [Why this is needed now] Example: Housings for the Q1 2027 production plan of the AX-4 analyser |
A2. Sourcing route
| Question | Answer |
|---|
| Existing contract or framework covering the need? | [Yes, contract ID / No] Example: Yes, CTR-001 supply agreement |
| Total contract value band under the procurement policy | [A / B / C / D] |
| Competition evidence | [Quotes attached, tender reference, or single-source justification ID] Example: Not needed: call-off under CTR-001, awarded after tender TND-2024-007 |
| Preferred supplier and supplier number | [Name, number] Example: Ostrelby Castings Ltd, SUP-10233 |
| Supplier onboarded and risk tier current? | [Yes, tier, review date] (procurement/supplier-onboarding-due-diligence) |
| Personal data, system access or on-site work? | [Yes or no; if yes, contract and DPA reference] |
A3. Lines requested
| Line | Item or service | Quantity | Unit | Estimated unit price | Estimated line value | GL account |
|---|
| 10 (Example) | HSG-220 machined housing, drawing rev C | 400 | Each | GBP 38.75 | GBP 15,500.00 | 5010 |
| 20 (Example) | HSG-310 cast housing, drawing rev B | 250 | Each | GBP 52.40 | GBP 13,100.00 | 5010 |
| 30 (Example) | Tooling modification for HSG-310 | 1 | Lot | GBP 2,400.00 | GBP 2,400.00 | 1650 |
| Total (excl. VAT) | | | | GBP 31,000.00 | |
A4. Approval
| Step | Approver | Decision | Date |
|---|
| Budget holder | [@name] | [Approved / Rejected] | YYYY-MM-DD |
| Additional approver per DoA (if above limit) | [@name] | [Approved / Rejected] | YYYY-MM-DD |
| Procurement check (route, supplier, terms) | [@buyer] | [Released to PO] | YYYY-MM-DD |
Example: GBP 31,000.00 is a call-off under an awarded contract, so
no new competition is needed; the budget holder approves within the
call-off limit in the delegation of authority matrix and procurement
releases the PO.
Part B. Purchase order
B1. Header
| Field | Value |
|---|
| PO number | [PO-YYYY-NNNNNN] Example: PO-2026-004812 |
| PO date | YYYY-MM-DD Example: 2026-10-28 |
| Buyer entity, address and tax number | [Legal name, registered address, VAT or tax ID] |
| Supplier, address and supplier number | [Legal name, address, number] Example: Ostrelby Castings Ltd, SUP-10233 |
| Buyer contact | [@buyer, email, phone] |
| Governing terms | [Contract ID, or the terms of purchase version] Example: Supply agreement CTR-001; where silent, Corvanna terms of purchase v3.1 |
| Currency | [GBP / EUR / USD] |
| Payment terms | [Net 30 days from receipt of valid invoice] |
| Invoice to | [AP mailbox or e-invoicing ID]; quote the PO number on every invoice |
B2. Lines
| Line | Supplier part or service | Description | Quantity | Unit | Unit price | Line value | Delivery date | Ship to |
|---|
| 10 (Example) | OC-HSG220C | HSG-220 machined housing, drawing rev C | 400 | Each | GBP 38.75 | GBP 15,500.00 | 2026-11-18 | Goods-in, Kestrel Road site |
| 20 (Example) | OC-HSG310B | HSG-310 cast housing, drawing rev B | 250 | Each | GBP 52.40 | GBP 13,100.00 | 2026-11-18 | Goods-in, Kestrel Road site |
| 30 (Example) | OC-TOOL-310 | Tooling modification, HSG-310, first article inspection report required | 1 | Lot | GBP 2,400.00 | GBP 2,400.00 | 2026-11-11 | Supplier site (tool stays with supplier) |
| Summary | Amount |
|---|
| Subtotal (excl. VAT) | GBP 31,000.00 (Example) |
| VAT at [20%] | GBP 6,200.00 (Example) |
| Total | GBP 37,200.00 (Example) |
B3. Delivery terms and Incoterms rule
| Field | Value |
|---|
| Incoterms rule and named place | [Rule, precise place, "Incoterms 2020"] Example: Domestic delivery, not applicable. For an import the line would read "FCA [named place], Incoterms 2020" |
| Delivery window | [Earliest and latest acceptable date] Example: 2026-11-16 to 2026-11-18 |
| Partial deliveries | [Allowed / Not allowed] |
| Packaging and labelling | [Standard, labels with PO and line number] |
| Documents with delivery | [Delivery note, certificate of conformity, inspection report] |
| Inspection and acceptance | [Incoming inspection within N working days] |
The eleven Incoterms 2020 rules, named only (ICC publishes the rule
text; obtain it from ICC):
| Mode | Rules |
|---|
| Any mode of transport | EXW, FCA, CPT, CIP, DAP, DPU, DDP |
| Sea and inland waterway only | FAS, FOB, CFR, CIF |
Incoterms rules deal with delivery, risk transfer, costs and customs
formalities between seller and buyer. They do not decide title,
payment or remedies for breach; those come from the contract and terms
of purchase. For shipments, see Shipment Booking Instructions
(logistics/shipment-booking-instructions).
B4. Key terms of purchase
| Term | Summary |
|---|
| Order of precedence | Signed contract, then this PO, then terms of purchase; supplier terms on quotes or delivery notes do not apply |
| Acceptance | The supplier accepts by written acknowledgement within [2] working days or by starting performance |
| Changes | Only by a PO amendment issued by procurement |
| Warranty | [Period] from acceptance; goods conform to drawings and specifications |
| Price | Fixed for this order; no surcharges unless the contract allows them |
| Compliance | Supplier Code of Conduct (procurement/supplier-code-of-conduct), sanctions and export control laws |
| Confidentiality | Drawings and specifications are confidential and returned on request |
| Cancellation | [Terms for cancellation before dispatch] |
B5. Supplier acknowledgement
| Field | Value |
|---|
| Acknowledged by | [Name, role] |
| Date | YYYY-MM-DD |
| Confirmed delivery date per line | [Dates] |
| Exceptions raised | [None, or list] |
Lifecycle
Each step is done by a different role, so no single person can raise,
approve, receive and pay for the same order.
Common errors checklist
Glossary and references
| Term | Meaning |
|---|
| Requisition | Internal request to buy, approved before any commitment |
| Purchase order | Buyer's formal order to a supplier, which becomes a contract on acceptance |
| Call-off | Order placed under an existing framework or supply agreement |
| Named place | Exact location that, together with the Incoterms rule, fixes where delivery and risk transfer happen |
Standard and licence note
Based on common purchasing practice. Incoterms is a trademark of the
International Chamber of Commerce; Incoterms 2020 rule names are cited
only and no rule text is reproduced. Corvanna Instruments, Ostrelby
Castings and all figures are fictional. The text is original and is
not legal advice. Template licence: MIT.