Documentation | VPO (Vendor Purchase Order)

VPO (Vendor Purchase Order)

What is a purchase order?

A purchase order (PO) or vendor purchase order (VPO) is a commercial document and first official offer issued by a buyer to a seller indicating types, quantities, and agreed prices for products or services. It is used to control the purchasing of products and services from external suppliers

How does a purchase order work?

By submitting an order, the buyer is committing to purchasing goods or services for the agreed upon amount. Since the order is filled before the buyer receives their bill, a purchase order gives the seller insurance against non-payment.

You might be wondering, what is the difference between a purchase order and an invoice?

The creation of a purchase order is the first step in a business transaction, it is issued by the buyer and authorises a seller to provide a product or service at a specified price. The invoice is a bill issued by the seller when that product has been delivered or the service has been completed.

Where do I go to submit a VPO request?

You can order a VPO Request service in storefront.

VPO Request Service

In storefront you will find the 'New Vendor' service, just search for 'vpo'.

Click Order Now
Fill in the form

In the order form you must:

Confirm you have allocated budget for the VPO (Vendor Purchase Order)
Let Finance know what the VPO is for
Select which Campaign the VPO applies to
Select the Currency
Supply for each VPO item: Department, COGS Item, Cost Code, Description, Quantity, Unit Price, Vendor Total & Value Charged to Client
Add notes for your request

VPO Request Process

This is the process diagram for the new vendor process. This is what happens next:

Finance will then verify the information in your request, and also add information required for the sync of data to their systems
The relevant Budget Holder will approve the VPO request and ensure everything is in order
- If something is not quite right, your request will be rejected with the reason(s) why added to the process
  - You can fix and re-submit or decide not to progress
If all is correct, your request will be approved, sync'ed to all systems and you'll receive confirmation that your VPO request is approved.