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📦 Free Purchase Order Template

Below is a complete purchase order structure: PO number, supplier details, line items, delivery terms, and an approval signature. Copy it into a document or spreadsheet.

A purchase order (PO) is a formal commitment to buy goods or services from a supplier at agreed prices. It protects both sides — the supplier knows what to deliver and you have a documented record of what was ordered. This template covers everything from a one-off equipment purchase to recurring supplier orders.

PO Header

FieldsDescription
PO Number*Unique sequential — e.g. PO-2026-001.
PO Date*Date the PO is issued.
Expected Delivery Date*When you need the goods.

Buyer (Your Business)

FieldsDescription
Business Name*Your company name.
Delivery Address*Where goods should be delivered (may differ from billing).
Contact Person*Who the supplier should ask for.
Phone / Email*Contact details.

Supplier

FieldsDescription
Supplier Name*The vendor you are ordering from.
Supplier AddressRegistered address.
Supplier ContactSales rep name and contact.

Line Items

FieldsDescription
Item Code / SKUProduct reference if available.
Description*What you are ordering.
Quantity*Number of units.
Unite.g. pieces, kg, hours, boxes.
Unit Price*Agreed price per unit (excl. VAT).
Amount*Quantity × Unit Price.

Totals

FieldsDescription
Subtotal*Sum of line item amounts.
VAT AmountTax on the order.
Shipping / FreightDelivery cost if applicable.
Grand Total*Subtotal + VAT + Shipping.

Terms & Approval

FieldsDescription
Payment Terms*e.g. “Net 30” or “50% deposit, 50% on delivery.”
Delivery TermsIncoterms if international (e.g. DAP, FOB).
NotesSpecial instructions — packaging, partial delivery, etc.
Requested By*Person raising the PO.
Approved By*Manager authorising the spend.

How to use

  1. 1Copy the sections above into a spreadsheet or document template.
  2. 2Assign a unique PO number to every order — never reuse numbers.
  3. 3Fill in supplier details carefully — errors here cause delivery problems.
  4. 4List each item on its own line with quantity, unit, and agreed price.
  5. 5Get the PO approved (signed) before sending it to the supplier.
  6. 6Keep a copy of every PO to match against the supplier invoice when it arrives.

Or automate this

Creating POs, matching them to supplier invoices, and tracking deliveries is a full-time job if you order often. Nika can generate purchase orders from your inventory data and match them to incoming invoices automatically — from {price} per PO.

Questions

What’s the difference between a purchase order and an invoice?

A purchase order is sent by the buyer to the supplier before delivery — it commits to buying. An invoice is sent by the supplier to the buyer after delivery — it requests payment. The PO number on the invoice links the two.

Do small businesses really need purchase orders?

For one-off purchases, a PO may be overkill. But once you order regularly from multiple suppliers, POs prevent disputes over prices, quantities, and delivery dates — and they make matching invoices much faster.

Automate with Nika

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