How to Use a Purchase Order with SensoryEdge – Institutional Buyer's Guide
Posted by Ed Shapiro on
How to Use a Purchase Order
with SensoryEdge
A complete guide for purchasing coordinators, administrators, and teachers who need to buy classroom rugs and sensory products through an institutional purchase order. Everything you need to know before you submit.
SensoryEdge has been selling to schools and institutions since 2003, and purchase orders are one of the most common ways our institutional customers pay. The process is straightforward, but there are a few things worth knowing before you submit, including who qualifies, exactly what information your PO needs to include, and the one detail that holds up more orders than any other. This guide covers all of it.
Who Can Use a
Purchase Order?
Organizations We Accept POs From
Organizations We Do Not Accept POs From
How to Submit a
Purchase Order
Browse and Build Your Order
Browse the SensoryEdge catalog and identify the products you need. Take note of any product variations (size options, shape options, and especially seating configurations) before submitting your PO. Knowing exactly which version you want before you submit prevents the most common delay we see in PO processing.
If you are not sure which product is right for your space, use our quote request form first. We can help you identify the correct product, size, and quantity before any paperwork is generated on your end.
Prepare Your PO Document
Your purchase order should include all standard institutional information. See the "What to Include" section below for the complete required fields list. The most critical items are a valid PO number, bill-to and ship-to addresses, and the specific product details including any variant selections.
Submit Your PO
Send your completed purchase order by email, fax, or through our online PO submission form. All three methods are accepted and processed equally. If you submit by email, send to our orders team directly. If you are submitting on behalf of a school using your own account, that is perfectly fine, as long as the ship-to address is a qualifying institution and there is a contact person on the PO responsible for payment.
Review and Confirmation
We review each PO to confirm eligibility and product accuracy before processing. If everything is in order, you will receive an order confirmation. If we have questions about your PO, a contact person listed on the order will hear from us before we proceed. Submitting a PO does not affect your lead time or shipping speed compared to a standard credit card order.
Fulfillment and Invoice
Your order ships with free shipping on all SensoryEdge orders. Upon shipment, you will receive an invoice. Payment terms are Net 30 by default. If your organization requires Net 45, please note that on your PO and we will confirm. Net 30 is the standard and covers the vast majority of our institutional orders without any issue.
What Your PO
Needs to Include
Required Fields
The One Detail That Causes Delays
Four Common PO
Mistakes to Avoid
Missing PO Number
A PO without a PO number cannot be processed. Your organization's purchasing department issues this number. If you are submitting a PO for the first time, confirm with your business office that a number has been assigned before you send it to us.
No Seating Option Specified
This is the most common delay. Many rugs come in multiple seating configurations: 6-seat, 12-seat, 20-seat. If your PO just says "Pastel Paradise Rug" without specifying which size or seating version, we cannot ship until we confirm with you. It holds up the whole order.
Bill-To and Ship-To Mismatch
If your bill-to is a district office but your ship-to is an individual school, that is completely fine. We see this constantly. Just make sure both addresses are clearly labeled on your PO so there is no ambiguity about where the invoice goes and where the product ships.
No Contact Person Listed
If we have a question about your order, we need someone to call or email. A PO without a named contact person and phone number or email slows everything down because we have no one to reach out to when questions arise.
Understanding
Net 30 Terms
Net 30 (Standard)
Payment is due 30 days from the date of invoice. This is our default term and covers the vast majority of institutional orders. No application required.
Net 45 (Available)
Available for organizations that require it. Note the extended terms clearly on your PO and we will confirm. Net 45 is accommodated on a case-by-case basis.
Other Payment Methods
Credit card, check, ACH, and other standard payment methods are always accepted alongside or instead of a PO, with no minimum order requirement.
There is no minimum order amount to use a purchase order. Whether you're ordering one rug or outfitting an entire district, the PO process is the same.
Documents and Links
for Your Purchasing Office
W-9 Form
SensoryEdge's current W-9 for your vendor setup process. Required by most institutions before they can issue a PO to a new vendor.
Download W-9 →Request a Quote
Need a formal quote for your purchasing department before submitting a PO? We'll confirm the exact product, version, pricing, and shipping details in writing.
Get a Quote →Submit a PO
Ready to submit your purchase order? Use our online PO submission form, or send directly by email or fax. All three methods are processed equally.
Submit a PO →Browse the Catalog
Browse the full SensoryEdge catalog to identify products and check all available variants before preparing your PO document.
Shop SensoryEdge →If you have a question about your PO, need help identifying the right product for your space, or want to confirm eligibility before submitting, contact us directly. We work with purchasing coordinators and administrators every day and are happy to help move your order forward.
Ready to Submit Your Purchase Order?
Use our online form, email, or fax. Include your PO number, addresses, contact person, and product details, and we will take it from there.