Purchase Order Template
A purchase order is the buyer's document — you send it to a supplier to formally order goods or services at agreed prices. This template gives the PO a unique number, itemizes what you're ordering, and states delivery and terms, so the supplier ships the right thing and the invoice can be matched against it.
Last reviewed 2026-07-08
Template preview
- Buyer:
- Your Company · purchasing@yourco.com
- Vendor:
- Supplier Name · sales@supplier.com
- PO number:
- PO-2026-0587
- Order date:
- 2026-07-08
- Deliver by:
- 2026-07-22 · Ship to: Warehouse 3
| Item / SKU | Qty | Unit price | Amount |
|---|---|---|---|
| Office chairs — model X (SKU CH-X) | 12 | $140.00 | $1,680.00 |
| Standing desks (SKU DK-2) | 6 | $320.00 | $1,920.00 |
| Assembly service | 1 | $250.00 | $250.00 |
| Subtotal | $3,850.00 | ||
| Tax | $308.00 | ||
| PO total | $4,158.00 | ||
How to fill in each field
PO number
Assign a unique PO number — the supplier quotes it on their invoice for matching.
Common mistake: No PO number, breaking three-way matching (PO ↔ delivery ↔ invoice).
Itemized order
List each item/SKU, quantity and agreed unit price precisely.
Common mistake: Vague descriptions, so the wrong goods or quantities arrive.
Delivery details
State the delivery date and ship-to address/location.
Common mistake: Missing delivery terms, causing late or misrouted shipments.
Terms
Include payment terms and any conditions the order is placed under.
Common mistake: No terms, leading to payment and dispute ambiguity.
Related templates & variants
A purchase order is issued by the buyer to order goods. The supplier then bills against it with an invoice — see the invoice template. For a price offer before ordering, see the quote template.
Download a professional invoice template in Word, Excel, CSV or Google Docs. Includes a field-by-field guide, tax-line examples and common billing mistakes to avoid.
A free business quote template — itemized pricing, validity period and terms — to win work before you invoice. Download in Word or Excel with a field-by-field guide.
A consulting invoice template with monthly retainer, day-rate work and reimbursable expenses. Download in Word or Excel with a guide to billing clients cleanly.
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Frequently asked questions
What should a purchase order include?+
The buyer and vendor, a unique PO number, order date, itemized goods/services with quantities and agreed unit prices, delivery date and ship-to address, tax, the total, and payment terms.
What is the difference between a purchase order and an invoice?+
A purchase order is sent by the buyer to order goods at agreed prices; an invoice is sent by the seller to request payment for those goods. The invoice references the PO number so they can be matched.
Who creates a purchase order?+
The buyer creates and sends the PO to the supplier. Once the supplier accepts it, it becomes a binding order, and their invoice should quote the PO number.
Sources & further reading
- How to write a purchase order: fields and example (Linenow)— linenow.co
- How purchase orders work for small businesses (FundingHub)— fundinghub.co.za
We review authoritative guidance when building each template. Links are for reference only.