Making a purchase order takes a minute either way, and the difference between an attentive minute and a careless one shows up weeks later as an exception somebody has to investigate. Three fields and one sequence decide it, and none of them takes longer to get right than to get wrong.
The three fields
The supplier's legal entity, which for groups is often not the trading name. The unit of measure they will bill in, because ordering by case and being invoiced by unit mismatches permanently. And whether the price includes delivery, packaging and tax, because an order silent on freight mismatches every invoice that adds it.
The sequence
Approval before the order goes out, because once a supplier acts on it the commitment exists. Approving afterwards is reviewing a decision that has already been made, which is a weaker thing and worth naming honestly. Recording that the order was sent, and when, answers the first question in most delivery disputes.
What the supplier needs to see
A reference they can find and quote back, printed prominently rather than in a footer. Descriptions in their vocabulary rather than your internal codes. And your payment terms, which are what you rely on if their invoice states something different. Suppliers quote what they can see, and a buried reference is a missing reference.
Questions people ask about make po
How long should this take?
A minute for a familiar supplier. The checks are only slow the first time you deal with somebody new.
What if we need to change it?
A dated revision, resent to the supplier, with re-approval if the increase passes your threshold.
Who should be allowed to make one?
Whoever buys, within a role that carries a value limit that mirrors your delegated authority.