Are electronic signatures valid on a PO?

Yes. Electronic signatures are legally equivalent to handwritten signatures under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted; ensure intent, consent, attribution, and reliable record retention.

What if the supplier changes a PO item after acceptance?

If the supplier alters terms, obtain written agreement to the change. An unsolicited change may not be binding without buyer acceptance; maintain versioned audit logs to document approvals and communications.

Can I cancel or revoke a PO after issuing it?

Revocation depends on contract terms and timing. If the supplier has already performed or shipped goods, cancellation may expose the buyer to liability; document revocation in writing and seek supplier confirmation.

What happens if vendor information is incorrect?

Incorrect vendor data delays payment and may trigger withholding. Correct vendor legal name and TIN prior to issuing the PO and retain evidence of corrections for tax audits.

Is notarization ever required for a purchase order?

Generally no. Purchase orders are commercial contracts and do not usually require notarization or witnesses; exceptions are rare and typically relate to specific collateral or statutory filings.

How should I store signed POs for audits?

Store final signed copies with an immutable audit trail (timestamps, signer identity, IP address). Maintain backups in secure cloud storage and follow retention schedules tied to IRS and industry regulations.

Electronic Signature
Templates
Finance
Dealer Purchase Order Form

Dealer Purchase Order Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Oregon Department of Transportation
Public Transportation Division
Vehicle Purchase Guidance

When purchasing a vehicle with federal or state grant funds passed through the Oregon Department of Transportation (ODOT), Public Transportation Division (PTD), grantees must follow specific rules and processes, based on FTA guidance. This document contains the instructions associated with the procurement process. For more detailed information, please use the resources listed below or contact PTD’s capital program coordinator or your regional transit coordinator.

Vehicle Purchases from State Price Agreement

Agencies using PTD grant funds will use the Oregon Department of Administrative Services state price agreement contracts. These contracts are accessed through the Oregon Procurement Information Network (ORPIN), a web-based system listing all state price agreements.

To use ORPIN:

• You must be a current member of the Oregon Cooperative Purchasing Program (ORCPP), or you may access the system through a current member organization, such as your county.

• The cost for ORCPP membership depends on the size of the member agency's budget. The range is commonly from $50-$200 annually.

• When following the directions below, agencies will not have to access the ORPIN system directly to obtain quotes from price agreement vendors.

Use the forms and instructions created by the ODOT when procuring vehicles; these include:

• Request for Quotes template (fillable Word format)

• RFQ Vehicle Purchase Price Comparison forms (Excel worksheet)

• Vehicle Purchase Order (Cognito form)

1) After completing the Request for Quotes (RFQ) template, listing all vehicle specifications, procurement methodology (i.e. lowest cost selection or best value determination), send the complete RFQ to the PTD capital program coordinator for review and approval.

2) When the RFQ is approved by the capital program coordinator, agencies must send the RFQ to at least three vendors listed on the state price agreement.

3) Using the RFQ Vehicle Purchase Price Comparison form agencies must document all bids solicited and received, even when receiving a “no-bid” response from a vendor.

4) Submit your completed RFQ Vehicle Purchase Price Comparison form, including the analysis basis for vehicle selection made in the procurement process, and the RFQs received to the capital program coordinator for review.

5) Once the vehicle purchase is approved send the signed and complete Vehicle Purchase Order form to the capital program coordinator.

6) The capital program coordinator will process the Vehicle Purchase Order and submit it to the vendor. Agencies will be copied on the email ordering the vehicle(s).

Vehicle Purchases not from State Price Agreement

Receive approval from the capital program coordinator prior to purchasing a vehicle not on the state price agreement contract. After receiving approval agency options are:

a. Buy from another agency’s contract with no major changes. This is called piggybacking. Agencies are responsible for obtaining and verifying the piggybacked contract meets all federal requirements.

o Complete the piggybacking worksheet and send to the capital program coordinator for approval. Agencies must receive an approval letter from the other transit agency that allows you to access the contract. Submit the worksheet and approval letter with your reimbursement request.

b. Use Washington State's price agreement contracts. Oregon and Washington have included both states on their ADA vehicles price agreements.

o You must receive permission from PTD to use the WashDOT contract.

c. Request permission to conduct your own Request for Proposal (RFP). If approved the agency is responsible for verifying the RFP meets all federal requirements. Only eligible Transit Vehicle Manufacturers are allowed to bid on FTA funded vehicle purchases. The RFP must include the specific quantities to be purchased and must list the delivery date within five years of ordering.

o Agencies must submit their RFP to the capital program coordinator for approval, prior to solicitation.

Documentation

Vehicle purchase documents are required to be saved in agencies procurement file and retained for three years after the disposal of the vehicle, whether agencies use the state price agreement or conduct their your own procurement. Required purchase documents include:

a. Manufacturer’s Federal Motor Vehicle Safety Standards certification

b. Altoona bus test reports

c. Buy America manufacturer certifications

d. Verify Transit Vehicle Manufacturers is eligible

e. Pre-Award and Post-Delivery Certification

If you do not have any of these documents, do not accept the vehicle. Vendors must provide documents A-C to meet Federal Transit Administration requirements.

What to Avoid

• Buying without the proper bid process

• Not following Federal Transit Administration guidelines vehicle accessibility standards and other specifications

• Not specifying exact equipment, components, etc.

• Not having all required documents on file

• Failing to order in a timely manner to ensure the vehicle and equipment are installed and delivered prior to the grant agreement expiration date

Tips

• If in doubt, ask first

• Check the regulations

• Keep complete and accurate records

Resources

• Oregon Department of Administrative Services state price agreements

• Experienced staff at other transit agencies

• Other Transit agencies procurements, piggybacking requires a letter from the agency to use their contract

• Rail and Public Transit Division capital program coordinator

• Oregon Department of Administrative Service personnel

• Federal Transit Administration contracting and purchasing resources

Web Site Links to Resources (cut and paste into your browser)

Rail and Public Transit Division

https://www.oregon.gov/odot/PTD/Pages/index.aspx

State of Oregon

The Oregon Cooperative Procurement Program (ORCPP) website. Register or renew your agency's membership and view vehicle state price agreement
https://www.oregon.gov/das/Procurement/Pages/Orcpp.aspx

Oregon Procurement Information Network (ORPIN)

http://orpin.oregon.gov/open.dll/welcome To search click on “Statewide Contract Search”, by “Keyword” search “ADA Vehicles” to find the ADA compliant public transit vehicle price agreements. Utilize the “Contact Us” feature if you cannot find the information you need.

ORS 279 Public Contracting and Purchasing Requirements

https://www.oregonlegislature.gov/bills_laws/ors/ors279a.html

OAR 125-055-0000 State Purchasing Rules

https://secure.sos.state.or.us/oard/displayChapterRules.action?selectedChapter=31

Federal Transit Administration

Piggybacking Requirements (excerpt from Best Practices Manual) click on Best Practices Manual from this link: https://www.transit.dot.gov/funding/procurement/third-party-procurement/piggybacking

Piggybacking Worksheet
www.transit.dot.gov/sites/fta.dot.gov/files/docs/BPPM_appB16.doc

Master Agreement: https://www.transit.dot.gov/about/regional-offices/region-10/fy-2016-master-agreement (see Section 16 – Procurement)

Circular 4220.1 F, Third Party Contracting Requirements at: http://fta.dot.gov/legislation_law/12349_8641.html

Best Practices Procurement Manual https://www.transit.dot.gov/funding/procurement/best-practices-procurement-manual

Conducting Pre-Award and Post-Delivery Audits for Bus Procurements (document number FTA DC-90-7713-93-1, Revision C DRAFT): https://www.transit.dot.gov/sites/fta.dot.gov/files/docs/DRAFT_Pre-Award_and_Post-Delivery_Handbook_15-05-01_2.pdf

Agency Name

Contact Person

Effective Date

Vehicle Type

Notes / Comments

Signature

Date

What a Dealer Purchase Order Form Is

A Dealer Purchase Order Form is a written or electronic document used by a dealer to request goods or services from a supplier. It records buyer and seller details, itemized goods or services, quantities, unit prices, taxes, delivery instructions, payment terms, and a PO number to track the transaction. When accepted by the supplier, the form often becomes the governing purchase contract. Dealer Purchase Order Forms are used across industries to standardize procurement, reduce disputes, and provide a clear audit trail for accounting and compliance purposes.

Why a Standardized Purchase Order Matters

A clear Dealer Purchase Order Form reduces errors, speeds procurement, and creates an auditable record for finance and compliance teams under standard accounting and contracting practices.

Who Typically Prepares and Signs This Form

Dealers, procurement staff, and accounts payable teams commonly prepare and issue purchase orders to formalize purchasing decisions.

Automotive and equipment dealers who manage inventory and vendor orders for resale or lease.
Fleet managers and corporate procurement teams placing recurring or bulk orders under negotiated terms.
Suppliers and distributors that require standardized documentation for order acceptance and invoicing.

Suppliers, receiving departments, and accounts receivable use the form to confirm orders, schedule delivery, and establish invoice matching controls.

Essential Sections of a Professional Dealer Purchase Order Form

A complete Dealer Purchase Order Form groups critical information into identifiable sections so both buyer and seller can quickly confirm scope, pricing, delivery, and approval status.

Header

Company names, contact details, dealer PO number, and issuance date to uniquely identify and track the order across systems and audits.

Vendor Details

Supplier name, remit-to address, tax ID, and preferred contact method; accurate vendor data prevents payment delays and helps with tax reporting.

Line Items

Item codes, descriptions, quantities, unit prices, and any serial numbers or SKUs; use unambiguous descriptions to avoid receiving errors.

Pricing & Taxes

Line-level extended totals, shipping charges, discounts, and applicable sales or excise taxes; specify tax-exempt status where applicable.

Delivery & Terms

Delivery address, Incoterms or shipping terms, expected delivery date, and acceptance criteria for inspecting and returning nonconforming goods.

Approvals & Signatures

Authorized approver names, signature blocks, and version control metadata to confirm authority and record approvals for audit purposes.

Step-by-Step: Filling Out a Dealer Purchase Order Form

Complete the form in logical order to ensure each section feeds correctly into receiving, invoicing, and accounting systems.

01

Start Header: Add PO number, issue date, and buyer contact details first.
02

Add Vendor: Insert supplier name, remit address, and tax ID.
03

List Items: Enter line items with quantities, unit prices, and SKUs.
04

Approve: Capture required signatures and record approval metadata.

Configuring an Online Purchase Order Workflow

Configure routing, validation, and archival settings so electronic POs flow automatically through approvals and into ERP or accounting systems.

Field	Configuration
Approval routing	Set layered approvals by amount threshold and department owner.
Auto-numbering	Enable sequential PO numbers to ensure uniqueness and simplify reconciliation.
Conditional fields	Show tax or shipping fields only when relevant to reduce signer errors.
Archive location	Map final copies to cloud storage or ERP folders for long-term retention.

Typical Electronic Purchase Order Flow

An electronic PO workflow shortens cycle time by automating validation, approval, distribution, and storage with a clear audit trail.

Create PO: Initiator completes fields and saves draft for review.
Validate: System checks vendor, pricing, and approval thresholds automatically.
Approve: Authorized approver signs electronically and records intent.
Distribute: Final PO sent to supplier and archived with audit log.

Common Preparation Errors to Avoid

Omitting the PO number or reuse of old PO numbers creates mismatches during invoice reconciliation and can delay payment.
Entering incomplete vendor information or an incorrect TIN causes payment problems and may trigger tax withholding or reporting errors.
Vague or incomplete item descriptions lead to receiving the wrong goods, returns, and disputes that increase administrative costs.
Failing to capture required approvals or signatures creates authorization gaps that expose the buyer to contract disputes and audit findings.

Security and Compliance Basics for Electronic POs

Transport Security: TLS 1.2/1.3 encryption

Data at Rest: AES-256 encrypted storage

Audit Trails: Timestamped action logs

Regulatory Certs: SOC 2 Type II available

HIPAA Support: BAA available on request

FDA Records: 21 CFR Part 11 compatible

Consequences of Incorrect or Incomplete Purchase Orders

Payment Delay: Lost early-pay discounts

Contract Dispute: Potential litigation exposure

Tax Reporting: IRC §6721 penalties

Inventory Shortfalls: Production impacts and backorders

Unauthorized Changes: Supplier rejection risk

Data Breach: Regulatory fines and losses

eSignature Vendor Pricing and Feature Snapshot

Compare common plan attributes for electronic signing platforms when selecting a tool to issue and sign Dealer Purchase Order Forms; signNow is shown first as a baseline.

	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 by vendor	Varies by vendor	Varies by vendor	Varies by vendor
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/yr	Varies	Varies	Varies

Practical Tips for Accurate, Efficient Purchase Orders

Adopt these practices to reduce disputes, speed fulfillment, and improve integration with accounting systems.

Use consistent PO numbering

Assign a standardized, sequential PO number format and enforce uniqueness. Integrate numbering with your ERP to prevent duplicates and enable automatic matching of invoices and receipts.

Validate vendor data

Confirm vendor legal name, remit-to address, and tax ID before issuing a PO. Automate vendor validation where possible to avoid payment rejections and tax reporting errors.

Include clear acceptance criteria

Define inspection and acceptance terms on the PO. Specify testing, return windows, or holdback amounts to reduce disputes over quality or incomplete deliveries.

Capture approval metadata

Record approver name, role, date, and electronic signature audit trail entries. Retain these records for internal audit and contract compliance purposes.

Frequently Asked Questions

Answers to common questions about validity, changes, signatures, and recordkeeping for Dealer Purchase Order Forms.

Need help? Contact support

Are electronic signatures valid on a PO?
Yes. Electronic signatures are legally equivalent to handwritten signatures under the federal ESIGN Act (15 U.S.C. §7001) and UETA where adopted; ensure intent, consent, attribution, and reliable record retention.
What if the supplier changes a PO item after acceptance?
If the supplier alters terms, obtain written agreement to the change. An unsolicited change may not be binding without buyer acceptance; maintain versioned audit logs to document approvals and communications.
Can I cancel or revoke a PO after issuing it?
Revocation depends on contract terms and timing. If the supplier has already performed or shipped goods, cancellation may expose the buyer to liability; document revocation in writing and seek supplier confirmation.
What happens if vendor information is incorrect?
Incorrect vendor data delays payment and may trigger withholding. Correct vendor legal name and TIN prior to issuing the PO and retain evidence of corrections for tax audits.
Is notarization ever required for a purchase order?
Generally no. Purchase orders are commercial contracts and do not usually require notarization or witnesses; exceptions are rare and typically relate to specific collateral or statutory filings.
How should I store signed POs for audits?
Store final signed copies with an immutable audit trail (timestamps, signer identity, IP address). Maintain backups in secure cloud storage and follow retention schedules tied to IRS and industry regulations.

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