What a purchase order is
A purchase order (PO) is the buyer's document: it tells a supplier exactly what you want to buy, at what price, delivered where and when. When the supplier accepts it, it becomes the agreed basis for the sale. The supplier's invoice later references the PO number, and the packing slip that arrives with the goods lists what was actually shipped. Checking those three against each other — PO, packing slip, invoice — is how businesses catch short shipments and billing errors before paying.
What this template includes
- PO number, order date, requested delivery date and payment terms.
- Buyer and Vendor blocks with name, address and contact.
- A separate ship to address (for when goods go to a warehouse or job site) and shipping method.
- 10 line items, each with item or SKU, description, quantity, unit price and amount.
- Subtotal, shipping, tax and order total.
- An Authorized by signature line with date.
Good practice
- Give every PO a unique number and ask the vendor to quote it on their invoice.
- Use the vendor's SKU or part number in the "Item / SKU" column; descriptions alone cause wrong items.
- Have someone with spending authority sign before the PO goes out.
FAQ
Is a purchase order legally binding?
Once the supplier accepts it, a PO generally works as a contract for the goods and terms on it. The details depend on your jurisdiction and on any separate agreement with the supplier.
Can I send it to the supplier directly from here?
Fill it, sign it and download it; then email the PDF. Nothing is sent from our side.
Does it calculate the totals?
No — the amounts are fields you type into.