Purchase Orders

Purchase Orders

What Is a Purchase Order?

A purchase order (PO) is a formal, legally binding document sent from a buyer to a seller, detailing the types, quantities, and agreed prices for products or services. It acts as an official offer to purchase, allowing organisations to control spending, track inventory, and clarify expectations before an invoice is sent.

A purchase order typically contains:

• A unique PO number for tracking and reference
• Date of issue
• Item descriptions, quantities, and agreed pricing
• Payment and delivery terms
• Buyer and seller details

Once the seller accepts the PO, it becomes a legally binding contract between both parties.

How the Purchase Order Workflow Works

1. Buyer raises a PO — The purchasing department creates a purchase order through their procurement system, listing the products, quantities, and agreed pricing.
2. Seller confirms and accepts — The seller reviews the PO, confirms availability and pricing, and accepts the order.
3. Goods are delivered — The seller fulfils the order and ships the products.
4. Invoice is sent and matched — The seller issues a tax invoice referencing the PO number. The buyer's accounts team matches the invoice to the original PO for payment.

Benefits of Using Purchase Orders

• Financial control — Helps manage budgets, ensures proper approvals, and reduces unauthorised spending.
• Accuracy — Reduces errors in ordering by confirming items, quantities, and prices upfront.
• Efficient tracking — Provides a clear paper trail for auditing, reconciliation, and inventory management.
• Legal protection — Creates a binding agreement that protects both buyer and seller.

Who Can Place Purchase Orders at Little Bird?

We accept purchase orders from:

• Schools — Primary schools, secondary schools, and special schools across Australia
• Universities and TAFEs — Tertiary education institutions
• Government departments — Local, state, and federal government agencies
• Approved businesses — Businesses with approved Net 30 payment terms

If your organisation has not yet been approved, you can still include a PO number on your order for reference and pay with another method (credit card, bank transfer, etc.).

Placing a Purchase Order Online

1. Browse and add products to your cart.
2. Proceed to checkout.
3. Enter your PO number in the Purchase Order Number field.
4. Select Purchase Order as your payment method (available for approved accounts).
5. Submit your order.

Submitting a Purchase Order by Email

You can email your official purchase order to team@littlebird.com.au. Please include:

• The product names, SKUs, or links to the items you need
• Quantities for each item
• Your delivery address
• Your PO number
• Accounts payable contact name and email

Our team will confirm the order and provide an estimated delivery date.

Getting a Quote Before Raising a PO

If your organisation requires a formal quote before a purchase order can be raised, you can:

• Use our self-serve quoting — add items to your cart and select "Get a Quote" to generate a PDF quote instantly.
• Email us at team@littlebird.com.au with the products you need, and we will send you a quote.

Frequently Asked Questions

• Do I need an approved account to use a purchase order? You can include a PO number on any order for reference. However, to pay via purchase order (invoice on terms), your account needs to be approved for Net 30 payment terms.
• How do I get approved for purchase order payments? Contact our team with your organisation name, ABN, and accounts payable details. We typically approve schools and government bodies within one business day.
• Can I update or change the PO number after ordering? Yes, you can update your PO number from the order detail page in your account, or contact us and we will update it for you.
• What if my PO has a spending limit? If the order total exceeds the PO limit, we will contact you to arrange an updated PO or split the order as needed.
• Do you accept POs from international organisations? We primarily support purchase orders from Australian organisations. For international enquiries, please contact our team to discuss options.
• What is the difference between a purchase order and an invoice? A purchase order is sent by the buyer before a transaction, authorising the purchase. An invoice is sent by the seller after the goods or services are delivered, requesting payment.