PURCHASE ORDER DIRECTIONS

IMPORTANT! Before filling out the form, download a copy of the blank purchase order from the church website. For assistance using these directions, please refer to the blue numberedcircles on the sample purchase order found at the end of this document.

  1. In the “To:” section:
  2. Double-click on each line to enter the information about the companyfrom which the item will be or hasbeen purchased from.
  3. If you do not know all of the mailing information, list the name of the company only.
  4. For purchases made from a website, put the web address on the top line.
  5. In the “Ship To:” section:
  6. Double-click on “Your Name Here” to enter the name of the person to whom this order is being shipped.
  7. Leave the “P.O. Number” section blank. This field will be added by the office.
  8. In the “P.O. Date” field, click “Pick the Date” to show the calendar drop-down and choose today’s date.
  9. In the “Requested By” field, type in your name. In the event you are filling this form out for someone else who needs to be reimbursed, please enter their name instead of yours.
  10. In the“Ministry/Committee” field, click on the “Choose One” drop down and choose the ministry this purchase is for.
  11. If for some reason your purchase is for more than one, you may choose “Multiple.” Type in which ministry each item belongs to in the “Description” boxes.
  12. In the “Reimbursement Requested” field, check the “Yes”box if you purchased the item(s) shown of this purchase order with your own money and would like to be reimbursed. Check the“No”box if this purchase was made with a church account.
  13. Make sure the name of the person who should be receiving the reimbursement check is listed in “Requested By.”
  14. In the“Payment Method”field, click the drop-down box and choose the payment method that was or will be used to make this purchase.
  15. In the “Qty” field, type in how many of an item is being purchased.
  16. In the “Unit” field, type in how the item was packaged (examples include: box, case, bottle, ream).
  17. In the “Description” field, type in a brief description of the item.
  18. In the “Unit Price” field, type in the cost per item.
  19. For example: 2 box of pencils at $1 per box.
  20. In the “Total” field, type in the total price for the line.
  21. For example: 2 boxes of pencils at $1 per box would have a total cost of $2.
  22. In the “Subtotal” field, type in the total of all the lines of this purchase, not including taxes or shipping fees.
  23. In the “Sales Tax” field, type inthe amount of sales tax (if any) that will be applied to this purchase. Use our tax exempt form, when possible, to purchase items without sales tax.
  24. In the “Shipping and Handling Fees” field, type in the amount of shipping and handling fees (if any)that will be applied to this purchase.
  25. In the “Other” field, type in any additional fees or discounts that will be applied to this purchase.
  26. In the “Total” field, type in the total cost of the order with all taxes and fees included.

If you are not a ministry/committee chairman, save this document & email it to:. The financial secretary will then obtain authorization from the appropriate chairman.

If you are a ministry/committee chairman & are approving this request:

  1. Provide your electronic signature by typing your name in the box above “Authorized by: Ministry/Committee Chairman.”
  2. In the “Pick the Date” field, click “Pick the Date” to show the calendar drop-down and choose the date the purchase order was signed.Save this document & email it to .
  3. Leave the “Authorized by: Treasurer/Designated Official” field blank. This box will be filled in bythe Treasurer or other authorized official that will be providing final approval for this purchase.
  4. Leave the “Pick the Date” field blank. This box will be filled in by the Treasurer or other authorized official that is signing for final approval.

Additional Instructions:

  • Receipts must be provided for all purchase orders. You may deliver them to the office or email them to .
  • If you do not have all of the information requested for a certain box, leave it blank.
  • If you have any questions or need to provide additional information, include that in your email.

Please note that the old Purchase Order book will still be available in the office, but the computerized version is the preferred method for tracking orders.

SAMPLE PURCHASE ORDER