Purchase Order Template (Free)
A purchase order is the buyer document that formally orders goods from a supplier and, once accepted, forms a contract for that order. Use this template to place clear, trackable orders against your supplier price list or supply agreement.
What this template covers
- Buyer and supplier details
- PO number, date, ship-to and bill-to
- Line items: item, description, quantity, unit price, total
- Incoterm and required delivery date
- Payment terms and authorisation
Purchase Order template
PURCHASE ORDER
PO Number: [NUMBER] Date: [DATE]
Required delivery date: [DATE]
BUYER (BILL TO) SUPPLIER (VENDOR)
[NAME, ADDRESS, COUNTRY] [NAME, ADDRESS, COUNTRY]
Contact: [NAME, EMAIL, PHONE] Contact: [NAME, EMAIL, PHONE]
SHIP TO: [NAME, ADDRESS, COUNTRY]
Incoterm 2020: [e.g. FCA Supplier Factory]
Currency: [e.g. USD]
LINE ITEMS
No | Item / SKU | Description | Qty | Unit price | Line total
1 | [ ] | [ ] | [ ] | [ ] | [ ]
2 | [ ] | [ ] | [ ] | [ ] | [ ]
Subtotal: [AMOUNT]
Tax: [AMOUNT]
Shipping: [AMOUNT]
TOTAL: [AMOUNT] [CURRENCY]
Payment terms: [e.g. Net 30 days from delivery]
Notes / special instructions: [PACKAGING, LABELLING, DOCUMENTS REQUIRED]
This order is placed subject to [the parties supply agreement dated [DATE] / the buyer standard terms].
Authorised by: ____________ Name: [NAME] Title: [TITLE] Date: ________Before you use it
- Give every PO a unique number and reference it on the invoice and packing list so the shipment is easy to track.
- State whether the PO is subject to a supply agreement or to your standard terms, to avoid a battle of the forms.
Frequently asked questions
Is a purchase order a binding contract?
A purchase order is an offer to buy. It usually becomes a binding contract for that order once the supplier accepts it, by confirming the order or by delivering. The governing terms are the supply agreement or the terms referenced on the PO.