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Purchase order generator

A purchase order tells a vendor exactly what you want to buy, at what price and by when. Here you are the buyer, so your business goes at the top and the vendor below.

What goes on a purchase order

  • Your business name and delivery address
  • The vendor's name and address
  • A PO number and date
  • A deliver-by date
  • Each item with quantity, unit and agreed rate
  • The total order value
  • Delivery and payment terms

Purchase order or invoice?

A purchase order goes from the buyer to the seller before the goods arrive. An invoice comes back from the seller asking for payment. The vendor usually quotes your PO number on their invoice, so the two can be matched.

Once the vendor accepts a purchase order, it is normally treated as an agreement to buy on those terms, so check quantities and prices before you send it.

Questions

Do small businesses need purchase orders?
They are not required, but they help as soon as you order from several vendors. A PO gives you a written record of what was ordered, so a wrong delivery or a wrong invoice is easy to spot.
How should I number purchase orders?
Use one series that goes up by one. This tool starts at PO-001 and continues from the last purchase order you saved.
What does it cost?
Creating, designing and saving documents is free and needs no account. The clean PDF, without the preview watermark, will be a paid download. Payment is not switched on yet, so that download is not available today.