A purchase order should convert an accepted quote into one checkable record: exact product identity, selling unit, quantity, price scope, delivery responsibility, evidence, inspection basis and approved changes.
Identify the product and selling unit
Write the supplier SKU or model name exactly as quoted, then state whether the quantity is retail sets, inner packs or cartons. If a product family has several themes or piece counts, list each line separately. Do not rely on a product photo or a shortened nickname.
Repeat the commercial scope
Carry over currency, unit price, tooling or artwork charges, payment milestones and the delivery term. State what the price excludes. A one-carton order still needs a clear quantity and pack basis; the regular preparation window is 3–7 days after order confirmation, while international transport is separate.
Attach the evidence and version
Reference the accepted quotation, sample or artwork revision, component list and any model-specific document request. Mark open fields as pending instead of silently assuming that a previous sample, image or report covers the new order.
Set delivery and inspection gates
Record the requested ship or receipt date, destination, carton information to be supplied and the inspection or approval event that releases the balance. Separate a supplier preparation promise from transport, customs and receiving work.
Control changes after approval
Require written approval for a change to SKU, contents, packaging, artwork, quantity, timing or document scope. Keep the original line, proposed replacement, impact and approver together so the receiving team can trace what was actually authorized.
Copyable purchase-order worksheet
| Field | Record | Release check |
|---|---|---|
| Product | SKU, model, pack and quantity | Matches accepted quote and sample |
| Commercials | Currency, unit price, charges, term | Inclusions and exclusions stated |
| Evidence | Artwork, component list, documents | Version and owner named |
| Delivery | Destination, date, preparation window | Transport responsibility separated |
| Changes | Exception, impact and approval | No verbal-only substitution |
Use the wholesale quote checklist before issuing the order, then send the PO for SKU-level review.
FAQ
Should a purchase order repeat the quote?
Yes. Repeat the accepted SKU, quantity, price scope, delivery term, evidence and approved exceptions so the order can be checked without guessing.
What if a supplier proposes a change after the order?
Record the proposed change, its impact and the approving person before treating it as part of the order.