# Purchase order SOP template ## How to use this template - Fields written as `[fill in: ...]` are blanks — replace each one with the value for your process. - Lines starting with `>` are guidance, not part of the SOP — delete them once you've filled in the real content. - Recording this process in Ledgerium generates a filled-in version of this SOP automatically. ## Document control - Process owner: [fill in: process owner] - Version: [fill in: version] - Effective date: [fill in: effective date] - Last reviewed: [fill in: last reviewed date] - Approved by: [fill in: approver name or title] ## Applies to / Use when > Who uses it: Requesters, procurement and finance approvers, and the receiving team. The procurement lead owns the policy and auditors reference it for spend controls. > When to use it: Use it to onboard buyers, standardize purchasing, or document procurement controls for an audit. - Applies to: [fill in: who this applies to in your organization] - Use when: [fill in: when your team should follow this procedure] ## Purpose > Why the procedure exists and the spend control it enforces. [fill in: purpose details] ## Scope > Which purchases and entities the procedure covers. [fill in: scope details] ## Roles > Who requests, who approves at each threshold, who receives and matches. [fill in: roles details] ## Procedure > The ordered steps from requisition to three-way match. [fill in: procedure details] ## Exceptions > How to handle match failures, over-threshold amounts, and short receipts. [fill in: exceptions details] ## Records > What evidence is kept for the PO, receipt, and invoice. [fill in: records details] ## Worked example — steps from a real recording > Example steps from a real recording — replace with your own. 1. **Create the requisition** — Enter items, quantities, and cost coding. 2. **Approve the requisition** — Route by amount and department thresholds. 3. **Issue the PO** — Convert the approved requisition and send it to the vendor. 4. **Receive the goods** — Record receipt against the PO. 5. **Match to the invoice** — Perform the three-way match before payment. 6. [fill in: step] 7. [fill in: step] ## Review checklist — common mistakes to avoid - [ ] Leaving approval thresholds undocumented - [ ] Skipping the receiving and three-way match steps - [ ] Not naming who approves at each amount ## Limitations of this template A template is a starting structure. The real approval routing and match steps are captured best by recording an actual PO process. --- Template: https://ledgerium.ai/sop-templates/purchase-order-sop-template · Generated automatically from a real recording, or fill in by hand. Template last updated: June 2026 From Ledgerium recordings: A generated PO SOP records the three-way match step by step, so it shows where the match fails and at which document, not just that an order was placed. See the full recorded workflow: https://ledgerium.ai/workflow-library/purchase-order-workflow