PO Item Descriptions that Help Later

A better description today can mean
fewer headaches tomorrow

A little context can make a purchase easier to recognize

When you create a Purchase Order (PO), the item description may feel like a small detail.  But a description that identifies what you're buying can be helpful when you receive goods or services, review an invoice, make a PO change, or answer a question later. 

There isn't one format that works for every purchase.  The useful details will depend on what you're buying and how your team manages its POs.  

When they apply, consider including:

• The specific product or services
• Quantity or scope
• Model, product, or part number
• Service or subscription period, when applicable

For example:

Instead of…	Try…
Consulting Services	Website accessibility consulting services – September-December 2026
Annual Subscription	12-month software subscription for 15 users – October 2026-September 2027

Make the Description Useful on Its Own

Descriptions such as “See attached quote,” or “Quote #12345” point you to more information, but it may be harder for someone to identify the purchase without opening the attachment.  That can be especially relevant when the original requester is unavailable. 

If your current approach already makes the purchase easy to identify, keep using what works.  The goal is simply to leave enough context for someone reviewing the PO later to understand what it covers. 

Have Questions?

If you have questions about item descriptions, the Finance Solutions Center is here to help. Contact them using the information below, and they will connect you with Procurement Services to discuss your Purchase Order.

Email: AskFinance@virginia.edu

Phone: 434-924-3400