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108 CHAPTER 4 The Procurement Process

Figure 4-17: Data in a purchase order

If the necessary data are not available from a reference document, then
the user must provide this information manually when he or she is creating the
purchase order.
As depicted in Figure 4-18, a purchase order document consists of
a header section and one or more item details. The header includes data
such as the purchase order number, vendor, currency, dates, and payment
terms. These data apply to the entire document, including all line items.
The item details section includes data specifi c to each item in the purchase
order, such as the material number, description, quantity, delivery date, and
price.

Figure 4-18: The structure of a purchase order

Tasks
The primary task in this step is to create and send the purchase order to the
vendor. In addition, other steps might be necessary, depending on how the
order is created. The most common additional steps involve selecting a ven-
dor and then communicating with the vendor to confi rm logistics and delivery
details.

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