Purchase Order Template
Create clear and professional purchase orders for suppliers with item quantities, pricing, discounts, tax, delivery information and automatic order totals.
What is a Purchase Order?
A purchase order, commonly called a PO, is a document issued by a buyer to a supplier describing the goods or services being ordered and the agreed purchasing details.
Define the Order
Record exactly what products or services are being purchased.
Control Pricing
Document quantities, unit prices, discounts, tax and additional charges.
Confirm Delivery
Record requested delivery dates, shipping details and delivery locations.
Create an Audit Trail
Maintain a reference connecting purchasing, supplier invoices and warehouse receiving.
Everything needed for a practical Purchase Order
The template combines supplier, purchasing, delivery and financial information in one structured document.
Buyer Details
Enter your company name, address, contact details and department or project.
Supplier Details
Record supplier name, address and contact information.
Item Details
Enter SKU, item description, specification, UOM and required quantity.
Pricing
Record unit price, discount percentage, tax and other commercial charges.
Delivery Details
Record requested delivery date, delivery location and shipping information.
Approval
Document preparation, review, approval and supplier confirmation.
Automatic Purchase Order calculations
The Excel version calculates common purchasing values automatically while still allowing you to adjust freight and other charges.
Line Subtotal
Quantity × Unit Price
Discount Amount
Automatically calculated from the discount percentage entered for each line.
Tax / VAT
Automatically calculates the entered tax percentage after line discount.
Grand Total
Combines line values, discounts, tax, freight and other adjustments.
How the Excel Purchase Order calculates a line
Enter quantity, unit price, discount and tax. The workbook handles the remaining calculations.
Quantity: 100 • Unit Price: 2.50 • Discount: 5%
Line Subtotal: 250.00 • Discount: 12.50
Line Total before tax: 237.50
From approval to supplier delivery
Use the Purchase Order as part of a simple controlled purchasing process.
Enter supplier, item, quantity, price and delivery information.
Verify specifications, quantities, pricing and commercial terms.
Obtain purchasing authorization before issuing the order.
Send the approved Purchase Order to the selected supplier.
Check delivered goods against the Purchase Order and receiving records.
Connect your Purchase Order with the GRN
The Purchase Order records what you ordered. The Goods Received Note records what the supplier actually delivered.
1. Purchase Order
Record ordered products, quantities, prices and delivery requirements.
Issue to Supplier2. Goods Received Note
Record quantities received, shortages, damages and receiving verification.
View GRN Template →Choose your Purchase Order format
Use the Excel workbook for automatic calculations or the printable PDF for manual Purchase Orders.
Designed for practical purchasing
The template is suitable for businesses that need a simple Purchase Order without a complex procurement or ERP system.
Small Businesses
Create professional supplier orders using a simple reusable template.
Retail & E-commerce
Order stock, packaging and operating supplies from vendors.
Warehouse Operations
Purchase warehouse supplies, inventory and operational materials.
Administrative Teams
Maintain consistent purchasing documentation and approval records.
Continue your purchasing workflow
Purchase Requisition Form
Create an internal request before a Purchase Order is prepared.
Request for Quotation
Request supplier prices and commercial terms before supplier selection.
Goods Received Note
Record and verify supplier deliveries against purchasing documents.
Purchase Order — Frequently Asked Questions
What is a Purchase Order?
A Purchase Order is a document issued by a buyer to a supplier specifying the goods or services being ordered and the applicable purchasing terms.
Does the Excel Purchase Order calculate totals automatically?
Yes. The workbook calculates line subtotals, discount amounts, tax amounts, line totals and the final Purchase Order total.
Can I add discounts?
Yes. Each purchase line includes a discount percentage, and the workbook calculates the discount amount automatically.
Can I add tax or VAT?
Yes. A tax percentage can be entered for each purchase line and the tax amount is calculated automatically.
Can I add shipping or freight charges?
Yes. The Purchase Order summary includes fields for shipping or freight and other charges.
Can I change the currency?
Yes. The Excel version includes common currency options such as QAR, USD, EUR, GBP, AED, SAR, LKR and INR.
Can I print the Purchase Order?
Yes. A separate printable A4 PDF version is included for manual Purchase Orders.