Checklist for received purchase order from customer in india

Confirm receipt of the purchase order (PO) via email or physical copy.

Verify the PO number and date.

Check customer details (name, address, contact information).

Review the items ordered (description, quantity, price).

Ensure terms of payment are clear (advance, credit, etc.).

Here are some additional steps you could include in the Order Verification section of your checklist

Cross-check the PO against the sales agreement or contract

Validate any discounts or special pricing agreements

Confirm the expected delivery date and shipping method

Verify the availability of items in inventory to fulfill the order

Ensure compliance with any regulatory or legal requirements for the items ordered

Check for any special handling or packaging instructions

Review the order for any backordered items or substitutions

Confirm that the payment terms align with company policy and customer agreement

Document any discrepancies or issues found during verification for follow-up

Obtain necessary approvals or signatures if required by company policy

File a copy of the PO in the appropriate folder.

Update the internal order tracking system.

Prepare an acknowledgment of the order for the customer.

Collect any necessary documentation (e.g., GST details).

Verify the availability of ordered items in stock.

Check for any backorders or lead times for items not in stock.

Notify procurement team if any items need to be ordered.

Assign the order to the relevant department/team.

Update the order status in the system (e.g., "Processing").

Prepare a pick list for warehouse staff if applicable.

Send an acknowledgment of the order to the customer.

Inform the customer of estimated delivery dates.

Provide contact information for any queries.

Monitor the order processing progress.

Update the customer on any delays or changes.

Confirm shipment details once the order is dispatched.

Request feedback from the customer post-delivery.

Document any issues or concerns raised by the customer.

Review and improve the order processing steps if necessary.