What a good purchase order does
A purchase order is the written version of your order. A good one means the supplier ships exactly what you meant, invoices the price you agreed, and doesn't have to email you back with questions.
What to include
- A reference number you'll both use in every email about this order.
- Your business name, billing address, and delivery address, including any delivery hours or dock details.
- The supplier's own codes. List their SKU for each item, not only yours. It's how their warehouse finds the product.
- Quantities in their units. If they sell by the case, say "6 cases of 12," not "72."
- The agreed price per unit and the line total, in the currency you agreed.
- When you need it, as a date rather than "ASAP."
- Shipping terms: how it should ship and who pays.
- Payment terms, like net 30 or payment on delivery.
- One contact person for questions.
The email that goes with it
Hi [name], please find attached purchase order [reference] for delivery by [date]. Could you confirm the quantities, prices, and ship date? Let me know if anything's out of stock or the timing doesn't work. Thanks!
Ask for a confirmation every time. It turns "I think they got it" into a date you can plan around.
Habits suppliers appreciate
- Order in their case packs and above their minimums, so nothing needs to be checked back with you.
- Send changes as a revised purchase order with the same reference, not a scattered email thread.
- Tell them early if you need to cancel.
- Pay on the terms you agreed. It's the fastest way to become a customer they prioritize.
How Posto helps
Posto drafts one purchase order per supplier with their SKUs, case packs, and minimums already applied, then emails it with a PDF attached. Replies go straight to your store's inbox. If something changes, edit the order and email the supplier the update, or cancel it and let them know, all from Posto.