How to e-sign a purchase order
POs are the backbone of B2B commerce. Here's how to e-sign them properly for audit trail.
Purchase orders (POs) commit a buyer to pay for goods/services at stated terms. Proper e-signing creates the audit trail procurement departments and auditors expect.
PO structure
1. PO number 2. Buyer and seller information 3. Item descriptions, quantities, prices 4. Delivery terms 5. Payment terms 6. Total amount 7. Authorized buyer signature
Why e-signed POs matter
- Audit trail for SOX, ISO compliance
- Proof of authorization (prevents maverick spending)
- Documented basis for accounts payable
- Dispute resolution evidence
Workflow
1. Requester creates PO in ERP 2. Approval workflow (department head → finance → procurement) 3. Final PO sent to vendor via SignBolt 4. Vendor countersigns acknowledging terms 5. Goods/services delivered per PO 6. Invoice matched to PO before payment
Segregation of duties
SOX compliance requires:
- Requester ≠ approver
- Approver ≠ recipient of goods
- Approver ≠ invoice approver
E-signing workflow enforces this via sequential approval.
Next
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