Webinar Details $199
- Webinar Date: July 23, 2025
- Webinar Time: 11:00 am - 12:40 pm EDT live
- Webinar Length: 100 Minutes
- Guest Speaker: Kenneth Jones
- Topic: Taxation and Accounting, Purchasing
- Credit: CPE 2.00, ISM 1.50, QPANJ 2.00, ATATX 1.50, ATAPU 1.50
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Purchase Orders (POs) are a foundational part of procurement but are often misunderstood, leading to costly mistakes and inefficiencies. In this comprehensive webinar, Kenneth Jones will guide you through the full lifecycle of the PO process—from the initial request to final payment and delivery. With clear explanations and real-world examples, Kenneth will demystify common misconceptions and teach you how to avoid frequent errors that plague PO workflows. Whether you’re new to POs or looking to refine your approach, this session offers practical knowledge you can immediately apply.
The webinar will cover essential steps such as drafting and issuing POs, best practices for receiving goods, and handling payments correctly. You’ll also explore modern procurement techniques, including the use of online ordering systems and procurement cards. Gain insights into internal stakeholder considerations and discover tracking methods that help you proactively prevent issues. By the end of the session, you’ll walk away with the clarity and confidence needed to manage POs with efficiency and accuracy.
Topics Covered:- Drafting accurate and complete Purchase Orders
- Understanding and negotiating payment terms
- Effective delivery tracking and issue resolution
- Recognizing internal stakeholder needs
- Exploring alternate ordering methods including online systems and procurement cards
- Understand how to initiate the PO process
- Learn best practices for receiving and verifying orders
- Gain knowledge of the proper payment procedures
- Learn how to track deliveries and avoid common issues
- Understand the online ordering process as it relates to POs
- Gain a better understanding of the processes used with procurement cards
- Build confidence to avoid the most common pitfalls in the PO process
This webinar provides actionable insights and real-world strategies that will enhance your purchasing workflow and improve accuracy across your procurement practices.
Who Should Attend:This session is ideal for purchasing agents, finance professionals, procurement managers, and anyone involved in ordering or payment processes within an organization.
- Introduction
- What is a Purchase Order? 00:01:57
- Initiating a Purchase Order 00:06:14
- Maintaining a Vendor Database 00:14:38
- Maintaining Internal Accounts 00:21:28
- Receiving Merchandise 00:28:57
- Payment of Invoices 00:38:38
- Tracking 00:41:25
- Keeping Records 00:48:48
- Creating a P.O. Document 00:51:41
- Creating a P.O. Cont’d. 01:00:06
- Creating a P.O. Cont’d. 01:01:29
- Delivery Dates 01:03:15
- Payment Terms 01:06:16
- Payment Terms Cont’d 01:07:57
- Coding for Accounting 01:10:16
- Property Asset Tracking 01:12:39
- Terms & Conditions 01:16:34
- Authorized Signature 01:19:10
- Types of Purchase Orders 01:20:16
- Purchase Orders for Services 01:22:12
- Blanket or Standing Orders 01:23:59
- Confirming Purchase Orders 01:25:37
- Reimbursements 01:27:04
- No Order Payments 01:29:33
- Procurement Cards 01:30:12
- Online Electronic Orders 01:33:04
- Purchase Order Pitfalls 01:35:10
- Pitfalls Continued 01:38:19
- Questions & Answers 01:39:20
- Presentation Closing 01:40:04
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Kenneth Jones
Ken Jones has been working in the public and non-profit procurement field for over 30 years. He worked for the New York State Office of Taxation and Finance as a Purchasing Assistant from 1985-87 and went on to work for the University at Albany, SUNY where he served as a Purchasing Agent and in 1999 [...]
CPE Credit
Aurora Training Advantage is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website: www.nasbaregistry.org.
For more information regarding administrative policies such as complaint and refund, and cancellation please contact our offices at 407-542-4317 or training@auroratrainingadvantage.com.
ISM Credit
This program may be used for Continuing Education Hours (CEH) toward recertification for programs offered by the Institute for Supply Management®, including the Certified Professional in Supply Management® and Certified Professional in Supplier Diversity®.
QPANJ Credit
Qualified Purchasing Agent - New Jersey
ATATX Credit
Aurora Training Advantage is offering continuing education points designed to recognize dedication to training and excellence in accounting.ATAPU Credit
Aurora Training Advantage is offering continuing education points designed to recognize dedication to training and excellence in purchasing.- Accounts Payable (AP) 01:21:18
- Allocation 00:08:41
- Asset 01:15:26
- Audit 00:27:59, 01:15:53, 01:32:12
- Bid 00:46:39, 00:49:54
- Blanket Order 01:24:02
- Change Order 01:23:37
- Commodity 00:02:06, 00:16:41, 00:19:01, 01:20:22, 01:22:18
- Contract 00:02:11, 00:05:15, 00:40:28, 00:48:57, 01:00:17, 01:10:56, 01:22:35
- Expenditure 00:23:13, 01:12:32
- Expense 00:14:20, 00:25:32, 01:27:16
- INCO Terms 01:01:28
- Invoice 00:38:45, 01:06:46, 01:08:36, 01:11:02, 01:21:23, 01:33:13
- P-Card 01:30:15, 01:31:56
- Procurement 00:17:13, 00:46:44, 00:50:30, 01:32:26
- Purchase Order 00:00:07, 00:02:01, 00:03:23, 00:05:33, 00:14:44, 00:27:11, 00:33:51, 00:38:55, 00:43:52, 00:51:56, 00:54:00, 00:59:16, 01:05:56, 01:10:30, 01:15:17, 01:22:29, 01:25:40, 01:39:09
- Purchase Requisition 00:06:25, 00:07:03, 00:11:02, 00:25:40, 00:41:32, 01:03:26, 01:19:15, 01:20:22, 01:28:34
- Request for Proposal (RFP) 00:50:17
- Revenue 00:23:12
- Vendor 00:02:08, 00:03:31, 00:04:26, 00:13:22, 00:15:47, 00:16:51, 00:19:50, 00:30:42, 00:34:00, 00:37:57, 00:43:44, 00:51:54, 01:06:08, 01:16:58, 01:24:16, 01:32:34, 01:38:27
- Vendor Database 00:14:46, 00:18:45, 00:38:02, 00:51:55
Accounts Payable (AP): The amount of money a company owes creditors (suppliers, etc.) in return for goods and/or services they have delivered.
Allocation: Allocation is the separation of profits by percentage for each member.
Asset: Property owned by a person or company, regarded as having value and available to meet debts, commitments or legacies.
Audit: A formal examination of an organization's or individual's accounts or financial situation
Bid: A bid is an offer made by an investor, trader, or dealer in an effort to buy an asset or to compete for a contract.
Blanket Order: A blanket order, blanket purchase agreement or call-off order is a purchase order which a customer places with its supplier to allow multiple delivery dates over a period of time, often negotiated to take advantage of predetermined pricing.
Change Order: Once a requisition is approved changes cannot be made, however, users do have the ability to make some changes after a PO has been issued through the change order process. Managing changes to the Purchase Order requires a Change Order to modify the dollar amount, service dates, or update the chartstrings.
Commodity: A basic good used in commerce that is interchangeable with other goods of the same type.
Contract: A written or spoken agreement, especially one concerning employment, sales, or tenancy, that is intended to be enforceable by law.
Expenditure: An expenditure is money spent on something. Expenditure is often used when people are talking about budgets.
Expense: Offset (an item of expenditure) as an expense against taxable income.
INCO Terms: INCO Terms are internationally accepted commercial terms defining the respective roles of the buyer and seller in the arrangement of transportation and other responsibilities, and clarify when the ownership of the merchandise takes place. They are used in conjunction with a sales agreement or other method of transacting the sale.
Invoice: An invoice, bill or tab is a commercial document issued by a seller to a buyer, relating to a sale transaction and indicating the products, quantities, and agreed prices for products or services the seller had provided the buyer. Payment terms are usually stated on the invoice.
P-Card: A PURCHASING CARD (also abbreviated as PCard or P-Card) is a form of company charge card that allows goods and services to be procured without using a traditional purchasing process. In the UK, purchasing cards are usually referred to as procurement cards
Procurement: Procurement is the process of finding and agreeing to terms, and acquiring goods, services, or works from an external source, often via a tendering or competitive bidding process. Procurement is used to ensure the buyer receives goods, services, or works at the best possible price when aspects such as quality, quantity, time, and location are compared.
Purchase Order: A legal contract between a buyer and a vendor. It lists the materials or services to be purchased on specified terms and conditions (quantity, price / pricing conditions, delivery date).
Purchase Requisition: A purchase requisition is a document used as part of the accounting process to initiate a merchandise or supply purchase. By processing a purchase requisition, appropriate controls can monitor the legitimacy of a purchase, as well as identify the business need for the products.
Request for Proposal (RFP): A request for proposal (RFP) is a document that solicits proposal, often made through a bidding process, by an agency or company interested in procurement of a commodity, service, or valuable asset, to potential suppliers to submit business proposals.
Revenue: In accounting, revenue is the income that a business has from its normal business activities, usually from the sale of goods and services to customers. Revenue is also referred to as sales or turnover. Some companies receive revenue from interest, royalties, or other fees.
Vendor: A vendor is a person or business that supplies goods or services to a company. Another term for the vendor is the supplier. In many situations, a company presents the vendor with a purchase order stating the goods or services needed, the price, delivery date, and other terms.
Vendor Database: The Vendor database stores information about your vendors. Because the system is fully integrated, the information you enter in the Vendor database is automatically supplied to other parts of the system.
