Purchase Order Template
A purchase order (PO) is a document a buyer sends to a supplier to order goods or services, stating what is wanted, in what quantity, at what agreed price and by when, and once the supplier accepts it, it sets the terms of the sale. The template below is pre-filled with a sample from Harbor Coffee Roasters to Lakeside Packaging Supply: 4 lines, $1,397.00. Edit it and download the PDF.
Pre-filled purchase order sample ($1,397.00). Example prices: replace them with your own.
Buyer
Harbor Coffee Roasters
12 Market Street
Springfield, IL 62704
billing@example.com
Purchase Order
Vendor
Lakeside Packaging Supply
40 Station Road
Fairview, OR 97024
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Kraft coffee bags with valve, 12 ozSKU KB-12V, case of 500, one-colour print | 6 case | $142.00 | $852.00 |
| Kraft coffee bags with valve, 5 lbSKU KB-5LB, case of 100 | 2 case | $188.00 | $376.00 |
| Tin-tie closuresSKU TT-4, box of 1,000 | 4 box | $21.00 | $84.00 |
| Ground freight | 1 shipment | $85.00 | $85.00 |
- Subtotal
- $1,397.00
- Order total
- $1,397.00
Notes
Deliver to the roastery loading dock, weekdays 7am-3pm.
Made with Billwise - invoice-pdf-maker-app.web.app
Preview of the PDF. Everything stays in your browser: nothing is uploaded.
What is a purchase order?
A purchase order (PO) is a document a buyer sends to a supplier to order goods or services, stating what is wanted, in what quantity, at what agreed price and by when, and once the supplier accepts it, it sets the terms of the sale.
The tool prints it with the heading "Purchase Order" and behaves as a purchase order.
Sample purchase order: Harbor Coffee Roasters to Lakeside Packaging Supply
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Kraft coffee bags with valve, 12 oz (SKU KB-12V, case of 500, one-colour print) | 6 case | $142.00 | $852.00 |
| Kraft coffee bags with valve, 5 lb (SKU KB-5LB, case of 100) | 2 case | $188.00 | $376.00 |
| Tin-tie closures (SKU TT-4, box of 1,000) | 4 box | $21.00 | $84.00 |
| Ground freight | 1 shipment | $85.00 | $85.00 |
| Total | $1,397.00 |
When to use a purchase order
- Your business needs approval before any spending, and the PO records that approval.
- You order stock or materials regularly and want a number the supplier will quote on its invoice.
- You have agreed prices from a quote and want them fixed in writing before delivery.
- You match three documents, the purchase order, the delivery note and the invoice, before paying a supplier.
What a purchase order must include
- The heading 'Purchase Order' and a PO number from the buyer's series
- Order date
- Buyer name, billing address and delivery address
- Supplier name and contact
- Item description with part or SKU number
- Quantity, unit price and line total
- Requested delivery date and shipping method
- Payment terms
- Authorised signature or approver
Purchase Order vs similar documents
-
vs quote
The quote is the supplier's offer; the purchase order is the buyer's order, often referencing that quote.
-
vs tax invoice
The invoice is the supplier's request for payment after delivery and should quote the PO number; the purchase order comes before delivery.
-
vs delivery note
The delivery note confirms what was actually delivered against the PO, so short or wrong deliveries can be spotted.
Legal and tax note
Once a supplier accepts a purchase order it generally forms a contract for the goods; in the United States, sales of goods are governed by Article 2 of the Uniform Commercial Code. Put your key terms on the PO, such as delivery, returns and payment, so they are part of what the supplier accepts.
General information, not legal or tax advice.
How to make a purchase order
-
Open the pre-filled sample
The tool above starts as "Purchase Order" from Harbor Coffee Roasters to Lakeside Packaging Supply.
-
Replace the parties
Enter your business and your customer, plus ship to, supplier quote and approved by.
-
Edit the lines
Change the 4 sample lines ($1,397.00 in total) to your own items and prices.
-
Check the required fields
Make sure all 9 fields listed above are filled, then download the PDF.
Trades that use a purchase order
Frequently asked questions
Who sends a purchase order?
The buyer. It is the buyer's own document, numbered in the buyer's sequence, and the supplier then quotes the PO number on its delivery note and invoice.
Is a purchase order the same as an invoice?
No. A purchase order asks for goods before delivery and comes from the buyer; an invoice asks for payment after delivery and comes from the supplier.
What is three-way matching?
Before paying, the buyer checks that the purchase order, the delivery note or goods-received record and the supplier's invoice agree on items, quantities and prices. An invoice without the PO number can hold up that check and the payment.