Check pricing to make sure it matches what you think you should be paying. Obtain discounted pricing whenever available. Ask for the name of the person you are talking with, and list this on your paperwork. Also list any other reference or confirmation numbers they may give you. You may want to make up labels, or have a stamp made to use to record this info on your initial request form.
Date is the day the order is placed.
Name of the company the order is placed with. Name of the company that ships may be different, so note that here. Confirmation is something the vendor may give you for order tracking. Note any backorders that are expected.