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Business Purchase Order Exhibits

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BUSINESS PURCHASE ORDER EXHIBITS

RECITALS

WHEREAS, Client Name: (the "Buyer") issues purchase orders for goods and services and requires one or more exhibits to define items, pricing and delivery specifics; and

WHEREAS, Vendor Name: (the "Seller") agrees to provide the items and perform the services described in each Purchase Order Exhibit under the terms set forth herein;

NOW, THEREFORE, the parties agree that each Purchase Order Exhibit attached to a Purchase Order and executed by authorized representatives shall constitute a binding component of the Purchase Order subject to the terms in this document.

PURCHASE ORDER EXHIBIT HEADER

PARTY CONTACTS

SCOPE OF WORK (EXHIBIT DETAILS)

Describe the items, services, deliverables, and any performance or technical specifications that form the subject of this exhibit. Include packaging, labeling, and any special handling instructions.

ITEMIZED EXHIBIT — SCHEDULE OF SUPPLIES / SERVICES

List each line item, quantity, unit price and line total. Totals documented in the invoice must match the totals below.

Item Description Quantity Unit Price Line Total

PAYMENT TERMS

Payment shall be made in United States Dollars unless otherwise specified in writing. Buyer shall pay Seller the Total Amount Due in accordance with the schedule below.

DELIVERY, ACCEPTANCE, AND INSPECTION

Delivery terms, schedule and location shall be as set forth in this exhibit. Buyer shall have a reasonable inspection period following delivery to accept or reject goods or services that do not conform to the specifications. Rejected goods may be returned at Seller's expense and Seller shall promptly replace or refund the rejected items.

TERM AND TERMINATION

This Exhibit shall commence on Exhibit Effective Date and continue until completion of the obligations herein unless earlier terminated in accordance with this section.

CONFIDENTIALITY

Each party shall treat as confidential all non-public information disclosed in connection with this Exhibit and shall use such information solely to perform its obligations hereunder. Confidential information shall not include information that is or becomes generally available to the public other than by breach of this Exhibit, is independently developed, or is required to be disclosed by law with prior notice to the disclosing party where permitted.

WARRANTIES AND REMEDIES

Seller warrants that all goods and services furnished under this Exhibit shall conform to the specifications, be free from material defects in workmanship and materials, and be fit for the ordinary purposes for which such goods or services are used. Buyer's remedies for breach shall include repair, replacement, or refund at Buyer's election, in addition to any other remedies available at law or equity.

CHANGES AND AMENDMENTS

Any change to the Scope of Work, pricing, delivery schedule, or other material term must be made by written amendment signed by authorized representatives of both Buyer and Seller. Verbal authorizations are not binding.

INDEMNIFICATION

Each party shall indemnify, defend and hold harmless the other party from and against any liabilities, losses, damages, costs and expenses arising from the indemnifying party's negligence, willful misconduct, or breach of this Exhibit, except to the extent caused by the indemnitee's negligence or willful misconduct.

GOVERNING LAW

This Exhibit shall be governed by and construed in accordance with the laws of the State of without regard to its choice-of-law principles. Exclusive venue for disputes arising out of or relating to this Exhibit shall be the state and federal courts located in that state.

ENTIRE AGREEMENT

This Exhibit, together with the Purchase Order to which it attaches and any written amendments, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations and proposals. In the event of any inconsistency between the Purchase Order and this Exhibit, the terms of the Purchase Order govern except where this Exhibit expressly modifies specific terms.

ADDITIONAL PROVISIONS

Yes No

EXECUTION

The parties, by their authorized representatives below, agree that this Purchase Order Exhibit is incorporated into and governed by the underlying Purchase Order and the terms set forth herein. Execution of this Exhibit may be by manual signature, electronic signature, or other written authorization as agreed by the parties.

Buyer Printed Name:

By:

Date:

Seller Printed Name:

By:

Date:

Enter text✕

What Business Purchase Order Exhibits Are

Business Purchase Order Exhibits are supplemental documents attached to a primary purchase order that provide detailed specifications, contract schedules, pricing tables, delivery instructions, and compliance requirements. Exhibits commonly include line-item descriptions, standard terms, quality acceptance criteria, shipping and packaging instructions, and any regulatory or safety certifications governing the goods or services. Properly prepared exhibits clarify expectations between buyer and seller, reduce disputes, and form part of the contractual record when signed and incorporated by reference into the main purchase order.

Why Clear Exhibits Matter and Their Legal Standing

Business Purchase Order Exhibits consolidate technical, pricing, and compliance details in a single attachment to the purchase order, improving clarity for procurement, facilitating approvals and audits, and reducing downstream disputes by providing a signed, auditable reference that complements the primary contract.

Why Clear Exhibits Matter and Their Legal Standing

Who Typically Prepares and Signs Exhibits

Typical users include procurement teams, contract managers, suppliers, and compliance officers who prepare or review purchase order exhibits.

  • Procurement teams create exhibits to define requirements, evaluate bids, and authorize purchase orders internally and with suppliers.
  • Suppliers complete exhibit schedules with product specifications, lead times, certifications, and acceptance acknowledgements required for fulfillment.
  • Legal and compliance review indemnities, warranty terms, and regulatory attachments to verify obligations and minimize downstream risk.

Confirm stakeholder responsibilities early so exhibit content is approved by all required parties before incorporation into the purchase order.

Representative Roles and Responsibilities

Procurement Manager

Typically responsible for drafting exhibits, coordinating internal approvals, and ensuring specifications match sourcing requirements. They validate pricing schedules, delivery milestones, and acceptance criteria to minimize procurement risk and support auditability of the purchase order record.

Supplier Representative

Acts as the primary contact for exhibit completion, supplying technical specifications, certifications, and lead-time estimates. They confirm that pricing, packaging, and shipping terms align with buyer requirements and communicate changes to contract managers promptly.

Core Components of a Professional Purchase Order Exhibit

Essential components of Business Purchase Order Exhibits ensure technical clarity, contractual alignment, pricing transparency, delivery terms, acceptance criteria, and regulatory compliance for enforceable procurement records.

Specifications

Provide detailed descriptions, part numbers, tolerances, materials, and referenced drawings. Include file names or links to CAD/DWG files and clearly state revision levels to avoid misinterpretation during inspection.

Pricing Schedule

List unit prices, quantity breaks, volume discounts, currency, applicable taxes, and freight terms. Tie prices to catalog numbers and indicate expiration or review dates for price changes.

Delivery Terms

Specify delivery terms, incoterms if international, packaging requirements, lead times, shipping points, and penalties for late delivery. Note special handling or hazardous materials instructions where applicable.

Acceptance Criteria

Define inspection procedures, sampling plans, test methods, rejection thresholds, and cure periods. State who performs acceptance, the inspection timeline, and remedies for nonconforming goods.

Compliance Docs

Attach required certificates, material safety data sheets, regulatory approvals, and vendor attestations. Record issue and expiration dates and name the responsible party for renewals.

Amendment Terms

Describe the amendment process, required approvals, effective date rules, and version control. Specify whether changes require a new exhibit number or a dated revision of the existing exhibit.

Required Identifiers and Key Reference Data

Buyer Name: Full legal entity name used for contracts
Seller Name: Full legal entity name used in contract
PO Number: Exact purchase order reference number
Exhibit ID: Sequential exhibit identifier used for tracking
Effective Date: Enter date in MM/DD/YYYY format
Signatures: Printed name, title, and date

Step-by-Step: Prepare and Execute an Exhibit

Follow these steps to complete and incorporate a purchase order exhibit so it becomes an enforceable attachment to the PO.

  • 01
    Prepare Exhibit: Draft technical specs, pricing, schedules, and required attachments for review.
  • 02
    Internal Review: Obtain procurement, finance, and legal approvals before release.
  • 03
    Supplier Review: Supplier reviews, confirms lead times, and signs the exhibit.
  • 04
    Incorporate: Attach exhibit to the purchase order and record version control.

Configuring an Online Exhibit Workflow

Configure an online workflow to collect exhibits, route approvals, and capture signatures while maintaining an auditable trail.

Workflow Field Name and Configuration How to configure this field in the online workflow
Signature Authentication Level Required for Signer Use email link plus optional SMS OTP; add KBA for high-risk transactions
Field Validation and Format Enforcement Settings Enforce MM/DD/YYYY for dates; numeric format for quantities; require required fields
Routing and Approval Order for Exhibit Sign-off Set sequential routing: procurement → legal → finance → supplier
Document Version Control and Archival Settings Auto-increment version numbers and preserve prior signed copies for audit

Routine Routing: Where to Send Executed Exhibits

This diagram shows routine routing: authoring, internal approvals, supplier review and signature, followed by archive and accounting processing.

  • Author: Draft the exhibit and attach supporting files.
  • Approve: Procurement and legal approve final content.
  • Send: Transmit signed exhibit to supplier and retain a copy.
  • Archive: Store executed exhibit with PO records for audits.

Technical Considerations for Distribution and Storage

Choose platforms that handle PDFs and DOCX, support integrations with procurement systems, and provide templates to streamline exhibit workflows.

  • File Formats: PDF, Word DOCX, and templates supported
  • Integrations: NetSuite, Salesforce, Google Workspace, Box
  • Security: AES-256 at rest; TLS 1.2/1.3 in transit

Typical Timelines and Deadlines for Exhibits

Typical timelines for exhibits include drafting, internal approval, supplier review, signature, and incorporation into the purchase order for execution.

Drafting and Preparation Time:

1–5 business days depending on complexity

Internal Approval SLA:

5 business days standard for procurement and legal

Supplier Signature Deadline:

Usually within 7 calendar days after receipt

Delivery Window Alignment:

Match exhibit delivery dates to PO shipment schedule

Record Retention Start Date:

Retention begins on effective date upon full execution

Common Preparation Mistakes to Avoid

  • Failing to include precise part numbers or specifications leads to substitute shipments, rejected deliveries, and invoicing disputes that delay payment and harm supplier relationships.
  • Using vague pricing language or omitting currency and unit measures invites billing errors, mismatched expectations, and potential tax or customs complications.
  • Neglecting to define acceptance criteria and inspection windows results in extended hold times, disagreement over conformity, and remediation costs.
  • Storing executed exhibits only in email threads without a versioned archive complicates audits, slows retrieval, and risks loss of the authoritative signed copy.

Top Risks and Contractual Consequences

Contract Breach: Damages, termination risk
Payment Delays: Invoices disputed, cash flow impact
Regulatory Noncompliance: Fines or corrective actions
Tax Withholding: Incorrect TIN triggers backup withholding
Dispute Costs: Arbitration or litigation expenses
Supply Chain Disruption: Fulfillment delays and penalties

Pricing and Feature Snapshot for eSignature Vendors

High-level comparison of signNow and common eSignature vendors for Business Purchase Order Exhibits. signNow is listed first for direct feature and pricing alignment.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently Asked Questions about Exhibits and eSigning

Answers to common questions about legal validity, eSignature methods, compliance, and how to correct or revoke exhibit records.


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