Free Purchase Order Template for Schools
Schools procure hundreds of items each term and must follow governance procedures for spending public or charitable funds. A formal purchase order ensures every purchase is authorised, traceable, and aligned with the school's budget.
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Frequently asked questions
Why do schools need formal purchase orders?
Schools handling public or charitable funds are typically required to use formal procurement processes above a certain spend threshold. POs provide the audit trail required by governors, local authorities, or funding bodies.
Who is authorised to raise a purchase order at a school?
Typically, the budget holder (e.g. Head of Department) raises the PO with approval from the Business Manager or Head Teacher depending on the value of the purchase.
What should a school PO include?
Include the school name and address, budget code or cost centre, a list of items with quantities and agreed prices, the name of the approving authority, and the required delivery date.