Purchase order is one sort of written document between suppliers and purchasers to deliver goods or services. It is known as PO sheet for us. It is a clear evidence for purchasers where exist some specific terms and conditions to fulfill a purchase order. Seller or manufacturers have to obey that specification information such as product description, Product Price, lead time, size break-down, order quantity, expected deliver date, packing guideline, payment method, date of payment, shipping mode and shipping address to expedite an order.
Some difference may found between local and foreign purchase order. Thus both parties should follow a standard formats for purchase order. Sometime buyers deliver especial formats according to their company recommendations for material procurement’s. If found any discrepancy in PO Sheet that time supplier can clear it through communications.
Standard format of purchase order:
A standard purchase order format should have existed following features. Such as; 1) Header, 2) Date, 3) Suppliers information, 4) Shipping details, 5) Order description, 6) Footnote or Summary of purchase
If you are a garment seller or fashion designer, just pick a garment from the market and copy it whatever you need and change little bit construction to develop a new sample. Then create a purchase order and provide as much information as required to submit garment manufacturer for production.
A PO sheet may exist following mandatory items.
| Parameters | Description |
| Product/Style name | You have to mention style name and specify product category to do production. |
| Product description | Please try to narrate product description as much as you can. It would be better if add a clear image with indication for smooth production. |
| Order quantity | Purchaser has to mention total order quantity in the PO Sheet. Retailer has to depend upon their monthly sales forecast to fix the number of order quantity. |
| Size break-up in order | Retailer has to analyze monthly sales ration and assume which size of dress generate more business. Then they have to fix size break-up in the order sheet. Regarding school dress, institute should check student’s age, size of garment and make a list. Beside this for uniforms, industry owners should check employee’s age, body mass index indication to make size break-down for PO Sheet. |
| Fabric Details | Purchaser has to mention fabric details like fabric construction, fabric code number, GSM, fabric type, coated or non-coated fabric etc. in the PO Sheet. |
| Fabric color and Logo design | Fabric color is more important for multiple color orders. Beside this if you want a design in your garment, first develop the design or logo size, color that to be printed on the garment and fix the placement of logo or print designs on the garment. |
| Washing Details | Regarding washing fabric you have to provide washing instructions along with order sheet. |
| Measurement sheet | Buyer has to provide measurement sheet. Buyer can follow country wise standard measurement sheet. Beside this garment manufacturer can develop a standard measurement sheet based on your design based demographic statistics. |
| Labeling | Buyer has to mention quantity of all category labels like care labels, main label and size label, woven label or anything else. |
| Price | Mention finalized item price in the PO Sheet. |
| Packing details | At the end of the PO Sheet buyer should mention goods folding and packing instruction. |
| Sticker and Tags details | You have to provide image, logo, barcode and text to the supplier for designing or developing sticker and hang tags (price tags, hand tags).
If applies to your order you have to mention where to attach hang tags and means of attaching hang tags. This applies for retailing orders. If you have design facilities then you have to forward it to Supplier for production. |
| Shipping Address | PO Sheet exist shipping address clearly so that supplier can send finished goods quickly. |
| Others | Add payment terms and conditions at the end of the footnote of PO Sheet. |
Beside this If you need any test requirement then please mention it clearly in details in the PO Sheet. Please hit to following link and find a invoice and packing list copy for your reference.
Format of a purchase order
Purchase order is an official legal written agreement created in a standard format. Please hit to following Google drive link to download a specimen file of purchase order for your reference. I hope now you can make PO for your garment orders.
