The FSMS Purchase Order Follow-Up Template covers whether the shipment was made, shipping method, if the price and terms match the quotation, and more. The Purchasing Manager should follow up on shipping, delivery, expediting, and partial shipments of ordered items to assist manufacturing with consistent production flow and other departments’ operational requirements. The Purchasing Manager can either telephone vendors or use a FS1090-4 PURCHASE ORDER FOLLOW-UP. The Food Safety Purchase Order Follow-Up helps verify, trace, or expedite orders.
When Purchase Orders are issued, the Purchasing and Accounting copies should be placed in an Open Purchase Order File until the items are received. The completed vendor’s packing list and/or the Receiving and Inspection Report should be forwarded to the Purchasing Manager. The Purchasing Manager should then match the receiving paperwork to the open purchase order. The Accounting copy with the receiving paperwork and supporting requisition paperwork should be forwarded to Accounts Payable. The Purchasing copy should be filed in the Closed Purchase Order File. For partial shipments, a photocopy of the Purchase Order and the receiving paperwork should be forwarded to Accounts Payable. The original Purchase Order should be kept in the open file until all items are received.