Purchase orders are the backbone of controlled business spending. Among the different types, the single-use purchase order (PO) is the most widely adopted. It’s simple, precise, and designed for one-off purchases where delivery dates and requirements are clearly defined.
Table of Contents
What Is a Single Use Purchase Order?
A single-use PO is created for a specific transaction with a vendor. Once the goods or services have been delivered and the invoice matched, the order is closed. This makes it ideal for purchases that don’t repeat regularly.
Key features include:
- A unique PO number for one-time use
- Specific details of the supplier, items, and quantities
- Agreed delivery date and payment terms
- Closure of the PO once the transaction is complete
This approach ensures accountability, eliminates confusion, and reduces the risk of over-ordering or duplicate payments.
When to Use a Single-Use PO
Single-use purchase orders are best suited for:
- Ad-hoc supplier orders – e.g. office furniture, IT equipment, or repair work
- Project-based procurement – materials or services tied to a single project phase
- Special events – catering, venues, or marketing campaigns with defined needs
By using a single order for each transaction, finance teams maintain clear audit trails, and vendors benefit from transparent agreements.
Advantages of Single-Use POs
Businesses rely on this PO type because it offers:
- Simplicity – easy to raise, approve, and track
- Control – spending is tied to one supplier, one delivery, and one payment
- Clarity – both buyer and supplier know exactly what’s expected
- Reduced risk – minimises duplicate billing and disputes
Single Use PO Templates
A standardised template makes issuing single-use POs faster and more consistent. A good template should include:
- Company and supplier details
- Purchase order number and date
- Item description, quantities, and unit prices
- Delivery location and deadline
- Payment terms
With Zahara, businesses can design and store custom PO templates, making it easy to issue consistent, compliant documents every time.
How Zahara Enhances Single-Use POs
Zahara’s purchase order software eliminates the hassle of creating and managing single-use POs.
- Custom Templates – preloaded fields ensure every PO contains the right information
- Approval Workflows – multi-step approvals ensure only authorised purchases are processed
- Integration with Invoices – invoices are automatically matched to the PO for seamless accounts payable processing
- Reporting & Audit Trails – every PO is tracked and stored for compliance and analysis
Whether you need to raise a one-time PO for a laptop or book a supplier for an event, Zahara makes the process faster, more accurate, and fully auditable.
Final Thoughts
Single-use purchase orders remain the most common PO type for businesses because they are simple and effective. With Zahara’s purchase order software, companies can go beyond simple templates and gain complete visibility, control, and efficiency in their procurement process.
