Purchase Order
Please complete all relevant items
Welcome to Elk Grove Soccer’s Purchase Order Webpage. For any orders over $250 you need to follow our Purchase Order Policy. In order to streamline the purchase of goods and services that Elk Grove Soccer requires to operate successfully; we have created our purchase order policy (full policy details are listed below the form below).
The purpose of a purchase order is to ensure that all the necessary information needed to complete the purchase has been made clear before proceeding with it, thereby avoiding misunderstandings that could lead to costly disputes between buyer and seller later down the line. The purchaser may also specify other items they expect from their suppliers, such as punctuality of deliveries or quality of the goods supplied.
This purchase order needs to be assigned to a program budget and approved by that program director. A copy will be sent to you, your program director, and the accounting department.
Please allow 7 days for a response on your purchase order.
Purchase Order
Policy Information
Welcome to Elk Grove Soccer’s Purchase Order Webpage. For any orders over $250 you need to follow our Purchase Order Policy. In order to streamline the purchase of goods and services that Elk Grove Soccer requires to operate successfully; we have created our purchase order policy.
- PO creation
When the club/program director decides to buy a product or service, it creates a purchase order that details what is being requested from the seller, along with pricing and payment terms.
- PO approval
Before a PO can be sent, it needs to be approved. Elk Grove Soccer’s approval process takes 72 hours (usually). You may receive a quicker response by contacting the CEO directly.
- PO sent to a vendor
Once approved, you can send the PO to the seller and order. Our POs also serves as an internal document that streamlines reconciliation for the accounting team once the invoice is received. So, while it isn’t mandatory to send the PO to the vendor, it’s still good practice to keep it for internal purposes.
- PO received [binding contract]
The vendor/seller receives the order. Once the vendor tells the program director that it can fill the order, the purchase order becomes a binding contract.
- Receipt of goods or services
The seller ships the order, attaching the PO number to the packing list. This helps Elk Grove Soccer know which order has arrived.
- Invoicing
The seller also invoices for the order, making sure to include the PO number to the invoice.
- Three-way matching
The company uses 3-way matching to confirm that the PO number and order details (quantities and prices of the goods and services ordered) match up on the Purchase Order, Invoice, and Packing Slip.
- Authorize and arrange payment
Provided everything checks out and Elk Grove Soccer is happy with the order, the company approves the invoice and arranges payment to the seller (as per the agreed-upon payment terms).
- Purchase order closure
When the above steps are completed, mark the PO as closed.
Please note if you order an item, without prior approval from your program director, without completing a purchase order form, without receiving a PO order number and confirmation to order from accounting, you will be liable for any cost incurred by Elk Grove Soccer.