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Purchase Order Template and PO Generator

Create a purchase order with buyer, supplier and delivery address, items, tax, freight and terms, and download it as PDF, Word or Excel.

Parties

Buyer

Supplier

Ship to

Add logo

Details

PO number

PO date

Delivery date

Requested by

Incoterm

Named place

Ship via

Payment terms

Currency

Goods

#14,080.00

Item code

Description

Qty

Unit

Unit price

#25,250.00

Item code

Description

Qty

Unit

Unit price

Charges

Discount

Tax %

Freight

Other charges

Label for other charges

Subtotal: 9,330.00
Total USD: 9,330.00

Notes and signature

Terms and instructions

Next document

Saved in this browser only

A4 · 60%

PURCHASE ORDER

No. PO-2026-0147

13 Oct 2026

Buyer

Nordic Retail AB Lagervägen 3 415 05 Gothenburg, Sweden +46 31 000 00 00, VAT SE000000000001

Supplier

Indus Apparel Ltd Plot 14, Sector 7A, Korangi Industrial Area Karachi 74900, Pakistan +92 21 0000 0000, sales@example.com

Ship to

Nordic Retail AB, Warehouse 2 Terminalgatan 9, 418 34 Gothenburg, Sweden

PO number: PO-2026-0147
PO date: 13 Oct 2026
Delivery date: 27 Nov 2026
Requested by: Anna Berg, Purchasing
Incoterm: FCA Karachi Port, Pakistan, Incoterms 2020
Ship via: Sea freight, LCL
Payment terms: 30% advance, 70% against documents

Item code	Description	Qty	Unit	Unit price (USD)	Amount (USD)
NR-1001	Cotton T shirts, crew neck, 180 gsm	1200	pcs	3.40	4,080.00
NR-1002	Denim jeans, slim fit, 12 oz	600	pcs	8.75	5,250.00

Subtotal: 9,330.00
Total USD: 9,330.00

Terms and instructions

Quote the PO number on all invoices, packing lists and carton marks. Goods must match the approved samples.

Authorised by

What is a purchase order?

A purchase order (PO) is the document a buyer sends to a supplier to order goods or services. It lists what is being bought, the quantities, agreed prices, delivery date and terms. Once the supplier accepts it, the purchase order becomes a binding contract, and its PO number links every later document: the order confirmation, the delivery note and the invoice.

What to include in a purchase order

Section	Example
PO number and date	PO-2026-0147, 12 Oct 2026
Buyer and supplier	Legal names, addresses, contact person
Ship to	The delivery address if it is not the buyer's office
Items	Item code, description, quantity, unit, unit price
Charges	Discount, tax, freight
Delivery	Delivery date, shipping method, Incoterm and place
Payment terms	Net 30, or 30% advance and 70% against documents
Instructions	"Quote the PO number on all invoices and cartons"
Authorisation	Name and signature of the person approving the order

How to create a purchase order

Enter your company as buyer, then the supplier and the delivery address.
Give the PO a unique number and set the order and delivery dates.
For an import, choose the Incoterm and named place; it decides who pays freight, insurance and duty.
Add each item with its code, description, quantity, unit and price. Line totals and the order total are calculated.
Add discount, tax and freight if they apply, then the payment terms and instructions.
Sign and send it to the supplier.

Download the finished document as a PDF, as an editable Word file, or as an Excel sheet of the lines and totals, or print it. Your draft is saved in this browser only, so you can come back to it; nothing is uploaded to our servers.

Purchase order vs invoice

The buyer sends the purchase order before delivery; the supplier sends the invoice afterwards to ask for payment. For the full comparison, see purchase order vs invoice.

Purchase orders for imports

State the Incoterm and place, such as FOB Ningbo or DAP your warehouse, so the supplier's price and your freight plans match.
Ask for HS codes and origin on the supplier's documents; they drive your duty.
Budget the full landed cost, not only the PO total; see landed cost.
Your supplier can reply with a proforma. The "Create proforma invoice" button under the form turns your PO into a supplier proforma with the lines already filled in.

Features

Buyer, supplier and ship to addresses
Item codes, quantities, units and prices with line totals
Discount, tax, freight and other charges
Incoterm, delivery date and payment terms
PDF, Word (.docx), Excel and print
Your logo on the document

Frequently asked questions

What is a purchase order?

A document a buyer sends to a supplier to order goods or services, listing items, quantities, prices, delivery and terms. It becomes a contract once the supplier accepts it.

What should a purchase order include?

A PO number and date, buyer and supplier details, delivery address, item descriptions, quantities and prices, charges, delivery date, payment terms and an authorised signature.

What is a PO number?

The unique reference the buyer gives each purchase order. Suppliers quote it on their invoices and shipping documents so the buyer can match and pay them.

Is a purchase order legally binding?

A PO is an offer to buy. It becomes binding when the supplier accepts it, in writing or by delivering the goods.

Can I download the purchase order in Excel?

Yes. Download the PO as an Excel sheet of the lines and totals, as an editable Word file, or as a PDF.

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Purchase Order Template and PO Generator

Create a purchase order with buyer, supplier and delivery address, items, tax, freight and terms, and download it as PDF, Word or Excel.

Parties

Buyer

Supplier

Ship to

Add logo

Details

PO number

PO date

Delivery date

Requested by

Incoterm

Named place

Ship via

Payment terms

Currency

Goods

#14,080.00

Item code

Description

Qty

Unit

Unit price

#25,250.00

Item code

Description

Qty

Unit

Unit price

Charges

Discount

Tax %

Freight

Other charges

Label for other charges

Subtotal: 9,330.00
Total USD: 9,330.00

Notes and signature

Terms and instructions

Next document

Saved in this browser only

A4 · 60%

PURCHASE ORDER

No. PO-2026-0147

13 Oct 2026

Buyer

Nordic Retail AB Lagervägen 3 415 05 Gothenburg, Sweden +46 31 000 00 00, VAT SE000000000001

Supplier

Indus Apparel Ltd Plot 14, Sector 7A, Korangi Industrial Area Karachi 74900, Pakistan +92 21 0000 0000, sales@example.com

Ship to

Nordic Retail AB, Warehouse 2 Terminalgatan 9, 418 34 Gothenburg, Sweden

PO number: PO-2026-0147
PO date: 13 Oct 2026
Delivery date: 27 Nov 2026
Requested by: Anna Berg, Purchasing
Incoterm: FCA Karachi Port, Pakistan, Incoterms 2020
Ship via: Sea freight, LCL
Payment terms: 30% advance, 70% against documents

Item code	Description	Qty	Unit	Unit price (USD)	Amount (USD)
NR-1001	Cotton T shirts, crew neck, 180 gsm	1200	pcs	3.40	4,080.00
NR-1002	Denim jeans, slim fit, 12 oz	600	pcs	8.75	5,250.00

Subtotal: 9,330.00
Total USD: 9,330.00

Terms and instructions

Quote the PO number on all invoices, packing lists and carton marks. Goods must match the approved samples.

Authorised by

What is a purchase order?

What to include in a purchase order

Section	Example
PO number and date	PO-2026-0147, 12 Oct 2026
Buyer and supplier	Legal names, addresses, contact person
Ship to	The delivery address if it is not the buyer's office
Items	Item code, description, quantity, unit, unit price
Charges	Discount, tax, freight
Delivery	Delivery date, shipping method, Incoterm and place
Payment terms	Net 30, or 30% advance and 70% against documents
Instructions	"Quote the PO number on all invoices and cartons"
Authorisation	Name and signature of the person approving the order

How to create a purchase order

Enter your company as buyer, then the supplier and the delivery address.
Give the PO a unique number and set the order and delivery dates.
For an import, choose the Incoterm and named place; it decides who pays freight, insurance and duty.
Add each item with its code, description, quantity, unit and price. Line totals and the order total are calculated.
Add discount, tax and freight if they apply, then the payment terms and instructions.
Sign and send it to the supplier.

Purchase order vs invoice

The buyer sends the purchase order before delivery; the supplier sends the invoice afterwards to ask for payment. For the full comparison, see purchase order vs invoice.

Purchase orders for imports

State the Incoterm and place, such as FOB Ningbo or DAP your warehouse, so the supplier's price and your freight plans match.
Ask for HS codes and origin on the supplier's documents; they drive your duty.
Budget the full landed cost, not only the PO total; see landed cost.
Your supplier can reply with a proforma. The "Create proforma invoice" button under the form turns your PO into a supplier proforma with the lines already filled in.

Features

Buyer, supplier and ship to addresses
Item codes, quantities, units and prices with line totals
Discount, tax, freight and other charges
Incoterm, delivery date and payment terms
PDF, Word (.docx), Excel and print
Your logo on the document

Frequently asked questions

What is a purchase order?

A document a buyer sends to a supplier to order goods or services, listing items, quantities, prices, delivery and terms. It becomes a contract once the supplier accepts it.

What should a purchase order include?

A PO number and date, buyer and supplier details, delivery address, item descriptions, quantities and prices, charges, delivery date, payment terms and an authorised signature.

What is a PO number?

The unique reference the buyer gives each purchase order. Suppliers quote it on their invoices and shipping documents so the buyer can match and pay them.

Is a purchase order legally binding?

A PO is an offer to buy. It becomes binding when the supplier accepts it, in writing or by delivering the goods.

Can I download the purchase order in Excel?

Yes. Download the PO as an Excel sheet of the lines and totals, as an editable Word file, or as a PDF.

Parties

Details

Goods

Charges

Notes and signature

Next document

What is a purchase order?

What to include in a purchase order

How to create a purchase order

Purchase order vs invoice

Purchase orders for imports

Features

Frequently asked questions

Related tools

Parties

Details

Goods

Charges

Notes and signature

Next document

What is a purchase order?

What to include in a purchase order

How to create a purchase order

Purchase order vs invoice

Purchase orders for imports

Features

Frequently asked questions

Related tools