Purchase order template
A purchase order with PO number, vendor, ship-to, items, totals and delivery terms.
- ๐บ๐ธ US format ยท Letter size
- Free
This is a sample form. Check tax amounts against IRS rules and your accountant's advice.
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A PO commits you to buy
Once the vendor accepts a purchase order, it is the record of what you agreed to buy at what price. Match the unit prices to the vendor's quote before you send it, and keep the PO number on every later document (packing slip, invoice) so the three can be matched.
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Purchase order
October 5, 2026
VendorNorthwind Supply Co., Sam Park, Sales
800 Industrial Blvd Austin, TX 78744
| B u y e r | Business | Acme Inc. | ||
|---|---|---|---|---|
| Contact | Casey Nguyen, Purchasing | |||
| Address | 500 Market St San Francisco, CA 94105 | |||
| Phone | (555) 010-0000 | purchasing@acme.example | ||
| PO number | PO-2026-0412 | Order date | October 5, 2026 |
|---|---|---|---|
| Delivery date | October 19, 2026 | Ship via | Ground freight, prepaid |
| Ship to | Acme Inc., Receiving Dock B 2100 Harbor Way Oakland, CA 94607 Attn: Jordan Lee, (555) 010-0000 |
|---|
| PO total | $1,568.00 Sales tax not included unless listed |
|---|
| # | Description | Qty | Unit price | Amount |
|---|---|---|---|---|
| 1 | Whole bean coffee, medium roast, 5 lb bag | 20 | $48.00 | $960.00 |
| 2 | 12 oz paper hot cups with lids, | 4 | $95.00 | $380.00 |
| 3 | Oat milk, 32 oz carton, case of 12 | 6 | $38.00 | $228.00 |
| ย | ย | ย | ย | ย |
| ย | ย | ย | ย | ย |
| ย | ย | ย | ย | ย |
| ย | ย | ย | ย | ย |
| ย | ย | ย | ย | ย |
| ย | Subtotal | $1, | ||
| ย | PO total | $1, | ||
| Payment terms | Net 30 from receipt of goods and invoice. Reference the PO number on the invoice and packing slip. |
|---|---|
| Notes | Partial shipments are not accepted without written approval. Notify us at least 2 business days before any delay. |
This purchase order is the buyer's authorization to supply the items above at the prices shown. The PO number must appear on the packing slip and invoice.
Authorized by: Casey Nguyen, Purchasing Manager
Signature: ______________________
Date: ____________
How to use it
Type your company as the buyer, the vendor you are ordering from, and the ship-to address if it differs from your main address. Then enter each item with a quantity and the unit price from the vendor's quote. The PO totals the items and adds sales tax at the rate you type.
Give every PO a number from one running series, such as PO-2026-0412. The vendor puts it on the packing slip and invoice, and your accounts payable matches the three before paying.
Things to watch
Put the payment terms and any delivery conditions on the PO itself. If the vendor's quote had different terms, settle that before sending, because the accepted PO is what both sides go back to.
Send the PDF with the authorized signature. The Excel version is for your own tracking: yellow cells are inputs, blue cells are formulas.
Calculators that go with this
Frequently asked questions
Is a purchase order a contract?
It becomes a binding order once the vendor accepts it, usually by confirming or by shipping. Large or repeat purchases are better covered by a supply agreement that the PO then refers to.
Should I include sales tax on a PO?
Only if the vendor will charge it. Many business purchases for resale are tax exempt with a resale certificate. Leave the rate at 0 and let the vendor's invoice show tax if it applies.
What goes in the ship-to box?
The exact place the goods should arrive: company, dock or suite, street, city, state and ZIP, plus a contact name and phone for the carrier. Leave it empty to fill it in by hand.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.