Purchase Order Checklist
Purchase Order Checklist
Quick Summary
A purchase order checklist helps construction companies place accurate material and equipment orders while reducing costly mistakes. Reviewing purchase orders before they are issued helps control costs, avoid delivery delays, and keep projects moving. This checklist is useful for project managers, estimators, office managers, foremen, and business owners responsible for purchasing.
When to Use This Checklist
- Before issuing a purchase order to a supplier.
- When ordering materials for a new project.
- Before purchasing equipment or rental items.
- When placing large or high-value orders.
- When ordering long-lead materials.
- Before approving vendor commitments.
- When revising or reissuing purchase orders.
Before You Start
- Verify project budget and purchasing authority.
- Review approved material takeoffs or requirements.
- Confirm vendor pricing and availability.
- Verify jobsite delivery information.
- Review project schedule and required delivery dates.
- Confirm any customer-required products or specifications.
- Gather quotes, proposals, or vendor estimates.
Safety Checks
- Verify ordered materials match project requirements.
- Confirm required safety-related products are included.
- Review equipment specifications before ordering.
- Verify compatibility with existing project systems.
- Confirm handling requirements for specialized materials.
- Ensure delivery instructions support safe unloading.
Tools, Equipment, and Materials
- Purchase order form or software.
- Material takeoff or quantity list.
- Vendor quotes and pricing information.
- Project plans and specifications.
- Project budget information.
- Vendor contact information.
- Project delivery schedule.
Purchase Order Checklist
- Verify purchase order number has been assigned.
- Confirm correct project name and job number.
- Verify vendor information is accurate.
- Review material descriptions for accuracy.
- Verify quantities and units of measure.
- Confirm pricing matches approved quotes.
- Review freight, delivery, or handling charges.
- Verify required delivery date.
- Confirm delivery location and site contact information.
- Review special instructions or notes.
- Verify ordered products meet project specifications.
- Check purchase order total against budget.
- Obtain required internal approvals.
- Submit purchase order to vendor.
- Confirm vendor receipt and acceptance.
- Track expected delivery status.
Documentation Needed
- Approved purchase order.
- Vendor quotes or proposals.
- Material takeoffs.
- Approval records.
- Vendor confirmations.
- Delivery schedules.
- Purchase order change records if applicable.
Common Mistakes to Avoid
- Ordering incorrect quantities.
- Using outdated pricing information.
- Missing required approvals before ordering.
- Providing incorrect delivery information.
- Failing to verify specification requirements.
- Not confirming vendor receipt of the order.
End-of-Day / Final Review
- Purchase order information has been verified.
- Required approvals have been obtained.
- Vendor has received and acknowledged the order.
- Delivery expectations have been communicated.
- Project records have been updated.
- The purchase order is ready for tracking and receiving.
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
Need another checklist?
Find more free construction checklists at SimplySub.com/checklists.