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Purchase Order Template
A one-page purchase order with your details, the supplier, where to deliver, and a line for each item with its pack size and price. The Excel and Google Sheets versions total every line, and the PDF fills in on screen. No signup.
Notes and delivery instructions: Call if romaine is short. No substitutions on lemons.
Fictional café order. Prices are illustrative.
How to fill out a purchase order
Give every PO its own number and date, so the supplier's confirmation and invoice can quote it.
Add the supplier contact who confirms orders, then the ship-to location, delivery window, and who receives.
List each item with the supplier's item code and pack size. A case of 24 and a single unit are different orders.
Use prices from the supplier's latest quote or price list, and write the payment terms you agreed.
Check the totals, sign, and email it as a PDF with the PO number in the subject line.
Keep a copy to check the delivery and the invoice against.
When you send purchase orders every week, LineNow's purchase order software for small business plans each order from stock and sales, sends it to the supplier, and keeps their reply and the delivery on the same record.
A purchase order is the buyer’s offer. It generally becomes binding once the supplier accepts it, by confirming it or by shipping the goods, on the terms both sides agreed. Rules vary by country and state, so get advice on anything disputed.
The buyer sends a purchase order before delivery to say what they want and at what price. The supplier sends an invoice after delivery to ask for payment. Check the invoice against the PO and what arrived before you pay.
Save it as a PDF and email it to the supplier’s order contact with the PO number in the subject line. Ask them to confirm quantities, prices, and the delivery date, and keep their reply with the PO.
The Excel and Google Sheets versions multiply quantity by unit price on each line, then add tax and shipping to the total. The Word file and the PDF have the same fields to fill in by hand.
Yes. Download it without signing up, then add your logo and edit the fields however you like.
When several people place orders, suppliers change prices or dates in their replies, or deliveries arrive short. A template can’t show which version the supplier confirmed or what is still owed.
