Simple Purchase order approval form

Key Components:

1. Requestor Information: Name, department, and contact details.

1. Supplier Details: Vendor name, contact information, and payment terms.

1. Purchase Details: Item description, quantity, unit price, total cost, and justification.

1. Approval Workflow: Signatures and comments from department heads, finance, and procurement.

1. Budget Allocation: Confirmation of available funds.

1. Supporting Documents: Quotations, contracts, or prior approvals, if applicable.

The Purchase Order (PO) Approval Form is a document used to authorize the procurement of goods and services before issuing a formal purchase order. It ensures proper budget allocation, compliance with company policies, and approval from relevant authorities.

This form streamlines purchasing decisions, prevents unauthorized expenses, and maintains financial control.

Section 1: Purchase Order Details

• Purchase Order Number: ____________________
• Date: ____________________
• Requestor Name: ____________________
• Department: ____________________
• Vendor Name: ____________________
• Vendor Contact Information: ____________________
• Delivery Date Required: ____________________

Section 2: Items to be Purchased

Item Description	Quantity	Unit Price	Total Price
Office Chairs	10	$50.00	$500.00
Printer Paper	5 Boxes	$20.00	$100.00
Laptop	2	$800.00	$1,600.00
Projector	1	$500.00	$500.00

Total Amount: $2,700.00

Section 3: Justification and Budget

• Reason for Purchase: __________________________________________________________
• Budget Code: ____________________
• Approved Budget Available: Yes / No

Section 4: Approval Signatures

• Requestor Signature: ____________________ Date: ____________
• Department Head Approval: ____________________ Date: ____________
• Finance Approval: ____________________ Date: ____________
• Procurement Approval: ____________________ Date: ____________
• Final Approval (if required): ____________________ Date: ____________

Section 5: Additional Comments

_____________________________________________________________________________________

Instructions:

1. Complete all required fields before submission.
2. Attach any necessary supporting documents (quotes, invoices, etc.).
3. Submit to the appropriate approval authority for processing.

For Internal Use Only:

• PO Approved: Yes / No
• PO Number Assigned: ____________________
• Processed By: ____________________ Date: ____________