Purchase order template
Last reviewed
Fill in the purchase order below and print it or save it as a PDF, or download the Excel version. Nothing you type leaves your browser.
What you type stays in this browser tab. Nothing is sent or saved, so print or save the PDF before you close the page.
How to use this purchase order template
Type straight onto the purchase order above. Line amounts, the subtotal, tax and the total add up as you go. When it is ready, choose Print or save as PDF and send the PDF to your supplier. Your print dialog offers “Save as PDF” as a destination.
Already have the supplier’s quote or pro forma invoice? In Kerno you can upload it as a PDF or a photo instead. Kerno reads it and drafts the PO, with each line matched to your own SKUs.
Prefer a spreadsheet? Download the Excel template. It has the same fields and formulas, so you can keep a copy of every PO in one folder.
What goes on a purchase order
| Field | Why it matters |
|---|---|
| PO number | A unique reference the supplier quotes on their invoice and shipping documents |
| Order date and deliver-by date | Sets the timeline, and is your record when an order runs late |
| Your details and the supplier’s | Who is buying and who is selling |
| Ship-to address | Where the goods go, if that isn’t your office |
| SKU, description, quantity, unit cost | Exactly what you are buying, at what price |
| Shipping, tax, total | The full amount you have agreed to pay |
| Payment terms | For example a 30% deposit and 70% before shipping, or 30 days after invoice |
| Authorised by | Who approved the spend |
Purchase order vs invoice
You send a purchase order before the goods arrive. It says what you want to buy, at what price. The supplier sends an invoice after shipping, to ask for payment. Check every invoice against its PO and against what actually arrived before you pay.
How to decide what to put on the order
A template tells a supplier what to send. The hard part is deciding how much. Order too little and you sell out while you wait. Order too much and the cash sits on a shelf.
- When to order: your reorder point, which depends on daily sales and your real lead time.
- How much to order: enough to cover the lead time plus the weeks until your next order, minus stock you already have on hand or on order.
Doing that for every SKU, every week, is the job a reorder planning tool takes off your hands.
Frequently asked questions
What should a purchase order include?
A PO number, order date, your company and the supplier's details, the delivery address and date, each item's SKU, description, quantity and unit cost, the totals including shipping and tax, payment terms, and who authorised it.
Is a purchase order a contract?
A purchase order is an offer to buy. It generally becomes a binding agreement once the supplier accepts it, for example by confirming it in writing or shipping the goods. The exact rules depend on your country, so take legal advice for large or unusual orders.
What is the difference between a purchase order and an invoice?
You send a purchase order to a supplier before they deliver, to say what you want to buy. The supplier sends you an invoice afterwards, to ask for payment. Matching the invoice against the PO and the delivery catches wrong quantities and prices.
How should I number purchase orders?
Use a simple sequence that never repeats, such as PO-0001, PO-0002. Some businesses add the year (PO-2026-014). Put the PO number on every email and ask the supplier to quote it on their invoice.
Does the Excel template work in Google Sheets?
Yes. The file opens in Excel, Google Sheets and Apple Numbers, and its formulas for line amounts, subtotal, tax and total work in all three.