A useful Purchase Order Funding Solutions application pack tells one consistent story: the company applying holds the awarded order, the supplier quotation matches the buyer’s requirement, and the current records explain the costs and delivery dates. This article shows what to check across those documents.
Fund The People provides our own in-house Purchase Order Funding Solutions in South Africa and funds qualifying transactions directly. Use this document-checking guide alongside our official document checklist, which lists the records needed to start and complete an application.
Check eligibility before organising the pack
Our published government or municipal route starts with a CSD-registered South African company, a valid awarded purchase order with a deal value of at least R250,000, and suitable suppliers. Review our eligibility page if you need to establish that starting position.
Document checks are a separate task. A file can contain the right document types and still leave questions about names, references, quotation validity or changed quantities. Resolve those differences so the team can assess the current transaction.
Match the company identity across the records
Compare the company details on the order with the registration and banking information you provide. The applicant should be identifiable as the business appointed to perform the work. Where a record uses a trading name or older detail, include the information that explains it.
Check that director and company records are current and readable. If a company name, director or address has changed, mark the updated record clearly. Explain the difference rather than altering a buyer-issued order or leaving the team to infer which details apply.
Follow the order reference through the pack
Identify the purchase-order number and link it to the relevant award, RFQ and supplier records. Make clear which quotation belongs to which order. A separate application pack for each awarded transaction helps avoid mixing unrelated costs and requirements.
If the buyer has issued an official amendment, include it and explain what changed. The current quantity, scope, value or delivery date may differ from an earlier version. Keep the earlier record available for context while identifying the latest instruction.
Check the quotation against the awarded specification
Compare the supplier’s items, quantities and units with the buyer’s requirement. Check whether transport, installation or other relevant costs are included or listed separately. Identify any proposed substitution before relying on it in the application.
Record quotation validity and the supplier’s current lead time. If pricing has expired, stock has changed or the buyer has amended quantities, obtain the current supplier information. A document dated recently is useful only if it describes the requirement that will actually be supplied.
Separate starting records from the complete application
Our official guide identifies four starting records: director IDs, the current supplier quotation, the valid government or municipal purchase order and CIPC documents. Additional supporting records complete the pack, including banking, tax-status and address information and the relevant RFQ.
Use the current official checklist for the full list. Mark what has been provided and what remains outstanding. If an account is new or a document is being updated, state which records are available and ask our team what is needed next.
Make the amounts easy to compare
Keep the order’s selling value, supplier cost, other delivery costs and requested funding amount distinct. Show whether amounts include or exclude the relevant tax and whether delivery charges have already been included. This helps avoid counting an item twice or overlooking a cost.
For multiple suppliers, identify each quotation and the items it covers. If two quotations are alternatives, label them as options. If both are needed, explain how their items combine to fulfil the order. The team should be able to follow the cost requirement without assuming which quote applies.
Use clear versions and filenames
- Group records by awarded purchase order.
- Identify the order reference in your transaction notes.
- Mark the current quotation and official buyer amendment.
- Label alternative quotations so they are not mistaken for cumulative costs.
- Check that scans are readable and include the required pages.
- Tell our team which supporting records are still being prepared.
Why Did 3000+ SMMEs Choose Fund The People?
Fund The People has supported 3,000+ South African SMMEs since January 2025. Our direct in-house Funding Solutions work alongside end-to-end supply chain support with 1,000+ vetted, accredited suppliers. The support figure is separate from the number of approved funding transactions.
Our deal range is R250,000–R8 million and above, with funding approval within 48 hours for complete qualifying applications. When the records are ready, submit your application to Fund The People.
Frequently asked questions
What should I check before submitting a document pack?
Check the applicant’s company details, awarded order reference, supplier specification and quantities, quotation validity, delivery dates and current supporting records. Mark any official amendment and explain differences between older and current information.
What is the difference between eligibility and document completeness?
Eligibility concerns the business, awarded order, minimum deal value and supplier requirement. The documents provide evidence for those facts. A complete application needs the relevant records to identify the transaction clearly; having a document of each type does not resolve contradictions between them.
Should I send an expired supplier quotation?
Tell our team if the quotation has expired and request current pricing, availability and lead time from the supplier. Keep the earlier quotation for context where relevant, but identify which information should be used for the current assessment.
How should I organise quotations from several suppliers?
Identify the items and costs each supplier covers and link them to the awarded order. State whether quotations are alternatives or whether several suppliers are required. Show delivery charges and other costs clearly so the same item is not counted twice.
How does a complete pack affect the 48-hour approval commitment?
Funding approval within 48 hours applies to complete qualifying applications. Tell our team about missing or changing records so the current position is clear. Approval is separate from releasing a supplier payment under the approved arrangement.