Turning a supplier quote into a purchase order

A purchase order should identify the offer you accepted, not merely copy its total. Before issue, compare the winning quote with the latest RFQ and the approved sample. Any gap is a question to resolve, not a silent assumption.

Carry the exact scope

Check legal seller, product identifier, drawing revision, quantity, unit, packaging, price currency, one-time charges, and taxes or freight treatment. State the delivery term with its named place when used, the lead-time start event, target date, and payment milestones. Attach acceptance criteria and any approved deviation.

Resolve the leftovers

List every exception in the quote and record whether it was accepted, rejected, or superseded. A quote's validity date and an email clarification may matter even if neither appears in the headline price. Ask the supplier to acknowledge the purchase order and its attachments. Keep the final signed-off version so later inspection can compare the delivered goods with the same agreement used at award.

Worked final transfer

The chosen quote says 600 units of drawing F-2 at USD 4.20, plus USD 180 setup. Compare it with the copied RFQ checklist: is F-2 the issued revision, is packaging included, and what starts lead time? Carry those answers and the accepted sample ID into the purchase order. Common error: copying USD 4.20 and omitting the setup charge or a supplier exception. Do a line-by-line check with the supplier's final signed quote before release.

Source context: Microsoft Learn — Requests for quotation (RFQs) overview supports this limited point: An RFQ can request prices, delivery times, incidental charges, and discounts. The buyer procedure above is Suppliers Help editorial guidance. Source checked 2026-09-27.