Purchase Order Checklist

Use this Purchase Order Checklist to verify order details, prices, item descriptions, documentation, and vendor information are accurate before processing.

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Purchase Order Checklist

Purchase Order Checks

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Checklist by GoAudits.com – Please note that this checklist is intended as an example. We do not guarantee compliance with the laws applicable to your territory or industry. You should seek professional advice to determine how this checklist should be adapted to your workplace or jurisdiction.

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Purchase Order Checklist

Use this Purchase Order Checklist to verify order details, prices, item descriptions, documentation, and vendor information are accurate before processing.

1. Have you identified the Purchase Order number to which the invoice belongs and written it on the invoice?

2. Does the vendor name on the invoice match the vendor name on the PO?

3. Have the goods/services billed on the invoice been received?

4. Do the goods/services billed on the invoice match the item description on the PO?

5. Have you reviewed the details of the Purchase Order to verify the item description in the PO Lines section?

6. Does the PO status say "Dispatched," indicating it has been sent to the vendor? If not, have you contacted the Purchasing Buyer assigned to your PO?

7. Are there enough funds available on the PO to pay the invoice?

8. If your Purchase Order has multiple invoice lines or distribution lines, have you identified those on the invoice?

9. Have you identified the correct amount to pay? If the amount billed is less than the amount due, have you written in the amount to be paid and the reason for the reduction (e.g., taxes, late fees)?

10. Have you highlighted the PO number, invoice number, invoice date, remittance address, and amount to be paid on the invoice?

11. Has the invoice been signed by an individual with budgetary approval?

12. If there is any supporting documentation (e.g., Independent Contractor form or Credit Memos), have you paperclipped it to the invoice (not stapled)?

13. Have you made copies of all documentation for departmental records?

14. Have you submitted the original documentation to Accounts Payable for payment?