What document must a supervisor complete to release funds for purchases?

The necessity of a purchase order stems from its role in the formal procurement process. A purchase order serves as a legal document that outlines the details of the transaction, including what is being purchased, the agreed price, and the terms and conditions of the purchase. This document is essential because it provides both the buyer and seller with a clear record of the purchase agreement, which is crucial for tracking expenditures and ensuring that funds are appropriately allocated.

In a supervisory capacity, completing a purchase order is an essential step to signal approval for the release of funds. It establishes a commitment between the organization and the vendor, helping to manage the budget effectively. This ensures that the expenditures align with the allocated budget for the specific needs or projects outlined.

While invoices and receipts are important documents that are generated post-purchase (invoices request payment and receipts confirm payment), they do not initiate the release of funds. A budget allocation form is important for planning and tracking available budget, but it does not authorize specific purchases. Therefore, the purchase order is the correct document to complete for releasing funds, as it represents the official request and approval needed to proceed with financial commitments.