Start with the right document.
Document what a buyer is asking a supplier to provide before the supplier sends an invoice. This simple purchase order records the supplier, buyer, order reference and requested delivery details alongside item quantities and agreed prices. It helps both sides compare the request with the delivery and later bill, but sending a document is not the same as confirming that a supplier has accepted it. Follow your organization’s authorization process and check the terms before issue. Keep the purchase order distinct from the supplier’s invoice and any receiving record so each stage of the transaction remains easy to trace.
Fields that matter
How to use this template
- Identify the buyer, supplier and order reference.
- List the requested items, quantities and agreed prices.
- Enter delivery details and review the order terms.
- Obtain the required approval before issuing to the supplier.
Before you share it
- A purchase order is issued by the buyer.
- Do not treat a requested delivery date as supplier confirmation.
- Keep receiving and invoice records separately.
Review names, descriptions, dates, amounts and any terms before issuing a document. These templates do not establish tax compliance, legal validity or payment status. They do not send documents or process payments.
Make an editable copy
Use Word when you want to change the document layout. Use Excel for calculated line amounts and totals. For Google Sheets, import the Excel workbook and test the formulas after import. PDF downloads are blank printable forms, not interactive fillable documents.