Purchase Order Checklist
Purchase Order Checklist
Quick Summary
A purchase order checklist helps contractors order the right materials, equipment, and supplies while reducing costly mistakes, delays, and duplicate purchases. Consistent purchase order reviews improve job costing, inventory control, vendor communication, and project scheduling. This checklist is useful for project managers, foremen, office managers, purchasing staff, and business owners.
When to Use This Checklist
- Before submitting a purchase order to a supplier.
- When ordering materials for a new project.
- Before scheduling material deliveries.
- When purchasing rental equipment or specialty items.
- During project cost-control reviews.
- Before approving large purchases.
- When documenting project expenses.
Before You Start
- Verify the project name and job number.
- Review the project estimate and budget.
- Confirm materials or services are required for the project.
- Review inventory to avoid duplicate purchases.
- Identify preferred suppliers or approved vendors.
- Verify delivery requirements and project schedule needs.
- Confirm purchasing authority and approval requirements.
Safety Checks
- Verify safety-related materials are included when required.
- Confirm purchased equipment matches project requirements.
- Review delivery locations to avoid jobsite hazards.
- Verify lifting or unloading needs for large deliveries.
- Confirm hazardous or specialty materials are identified for handling purposes.
Tools, Equipment, and Materials
- Purchase order form or purchasing software.
- Project estimate and budget information.
- Material takeoffs or quantity calculations.
- Vendor pricing and quotes.
- Supplier contact information.
- Delivery schedule and site information.
- Approval records if required.
Purchase Order Checklist
- Verify the correct project and cost code are listed.
- Confirm vendor information is accurate.
- Review material descriptions for accuracy.
- Verify quantities match project requirements.
- Confirm unit pricing and total pricing.
- Check for freight, delivery, or handling charges.
- Verify requested delivery date and time.
- Confirm delivery location details are correct.
- Review any special delivery instructions.
- Verify rental periods if equipment is being rented.
- Attach supporting quotes and vendor proposals.
- Confirm purchase fits within project budget.
- Obtain required approvals before submission.
- Submit purchase order to the vendor.
- Save a copy for project and accounting records.
Documentation Needed
- Purchase order form.
- Project estimate and budget records.
- Material takeoffs and quantity calculations.
- Vendor quotes and pricing sheets.
- Approval records and authorizations.
- Vendor order confirmations.
- Delivery schedules and receiving records.
Common Mistakes to Avoid
- Ordering materials without verifying quantities.
- Using outdated vendor pricing.
- Entering incorrect delivery information.
- Skipping required approvals.
- Failing to attach supporting quotes.
- Not comparing purchases to the project budget.
End-of-Day / Final Review
- Purchase order information has been verified.
- Pricing and quantities have been reviewed.
- Required approvals have been obtained.
- Supporting documents have been attached.
- Vendor confirmation has been received or requested.
- Purchase order records have been saved for future reference.
Checklist Completion
Project / Job Name
Jobsite / Location
Completed By
Role / Title
Completed Date
Completed Time
Signature
Reviewed / Approved By, if needed
Notes / Follow-Up Items
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