We don't use PO's. We pay most of our vendors directly, and the ones we regularly do business with do not require PO's from us. We just phone or fax in the order and write a check when we get the invoice.
I did explain to them that it was the PTO that was duing the purchasing. Usually, I just give them the po# over the phone but this is a new company that we have never used. They are requesitng that we fax over a PO with all the info on it. Must have a letterhead. This I have never done, my verision of quickbooks does not have pos on it. I was hoping someone had a copy we can use...
I'm not so sure they're asking you for a paper document. OTHERS CHIME IN, PLEASE, BUT I think companies who are used to selling to schools (and other businesses) often ask for a PO # as assurance that they will get paid. The PO # is the school's internal buying mechanism that assures the vendor that the school will pay for the order when the company finally bills them. The vendor's invoice will reference the PO # so the school can match the invoice to the original approved purchase request, and presumeably cut the vendor a check. Typically, a vendor will give a loyal customer the benefit of buying by PO since the purchasing department in a company (or school) is usually separate from the paying department, and using a PO expedites the buying process.
If you call the vendor back and explain that the PTO is actually doing the buying, then they will probably accept a PTO check, but you may have to send it in before the company will fill the order (like "old time" mail order shopping). Another alternative is to donate the money to the school with the stipulation of what it's for, and then let the secretary or biz manager actually place the order.
Our PTO is purchasing items for the teachers however we need two signatures on the checks. I called the company and they are requesting a purchase order. Does anyone have one that we could use as a sample to make our own?
