Dates, memo and other header details

The header of a purchase order contains important metadata: the order date, delivery/expected date, memo or notes, and other details that clarify the intent and timing of the order. These fields help you organize and track purchase orders.

Before you start

• Vendor and items added: You should have already selected the vendor and added at least one line item.
• Key dates: Know the date you are placing the order and when you expect delivery.

Steps

1. On the purchase order form, locate the header section (usually at the top of the page).

2. Order Date: This is typically auto-filled with today's date. Change it if you are backdating or forward-dating the order (for example, if you are entering an order from yesterday).

3. Expected Delivery Date (if available): Enter the date you expect to receive the goods from the vendor. This helps you plan inventory and follow up if the delivery is late.

4. Memo or Notes: In the Memo or Notes field, add any internal comments, special instructions, or details about the order. For example:

   • "Deliver to Warehouse B"
   • "Request expedited shipping"
   • "Contact seller before delivery"

5. Vendor Reference (if applicable): Some systems allow you to enter a reference number or purchase order number that the vendor uses on their documents. This makes matching invoices easier.

6. Other fields (such as department, cost center, or project) may be available if your company uses them for accounting or internal tracking. Fill these in if required.

7. Review all header details before saving.

Accounting impact

The order date determines when the purchase order is recorded in your system and is used for financial reporting and aging calculations. The expected delivery date does not affect accounting but is useful for inventory planning. Internal notes do not affect accounting but help your team understand the order's context.

Tips & common mistakes

• Do not change the order date after it has been finalized and matched to a vendor invoice; this can cause reconciliation issues.
• The expected delivery date is a forecast—if the vendor is late, update this date in the order comments for your records.
• Use clear, concise language in the memo field so anyone in your team can understand the order's special requirements.
• If your company requires a specific cost center or department code, ensure it is filled in before finalizing the order.
• Some fields (like order date) may be locked after the order is confirmed, so plan ahead if you need to adjust them.