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Purchase Order Template
A one-page purchase order with your details, the supplier, where to deliver, and a line for each item with its pack size and price. The Excel and Google Sheets versions total every line, and the PDF fills in on screen. No signup.
Your company, PO number, PO date, delivery date, payment terms, and buyer
Supplier contact details, plus the ship-to location, delivery window, and receiving contact
15 item lines: supplier item code, description, pack size, unit, quantity, unit price, and line total
Subtotal, tax, shipping, and total, calculated in Excel and Google Sheets
Notes and delivery instructions, and an authorized-by signature
Example: a café produce order
Harbor Street Café418 Harbor StreetPortland, ME 04101(207) 555-0148 · orders@harborstreet.example
Purchase Order
PO number
PO-1042
PO date
2026-10-26
Delivery date
2026-10-28
Payment terms
Net 15
Buyer
Dana Reyes
Supplier
Company
Valley Fresh Produce
Contact
Sam Ortiz
Address
22 Market Road, Westbrook, ME
Phone / email
sales@valleyfresh.example
Ship to
Location
Harbor Street Café
Address
418 Harbor Street, Portland, ME
Delivery window
Before 10 am, back door
Receiving contact
Kitchen lead
Item code
Description
Pack size
Unit
Qty
Unit price
Line total
RO-24
Romaine hearts
24 ct
case
2
$38.50
$77.00
ON-50
Yellow onions
50 lb
bag
1
$31.00
$31.00
TO-25
Roma tomatoes
25 lb
case
2
$34.75
$69.50
LE-115
Lemons
115 ct
case
1
$52.00
$52.00
PA-30
Italian parsley
30 bunch
case
1
$27.50
$27.50
Subtotal
$257.00
Tax
$0.00
Shipping
$15.00
Total
$272.00
Notes and delivery instructions: Call if romaine is short. No substitutions on lemons.
Fictional café order. Prices are illustrative.
How to fill out a purchase order
Give every PO its own number and date, so the supplier's confirmation and invoice can quote it.
Add the supplier contact who confirms orders, then the ship-to location, delivery window, and who receives.
List each item with the supplier's item code and pack size. A case of 24 and a single unit are different orders.
Use prices from the supplier's latest quote or price list, and write the payment terms you agreed.
Check the totals, sign, and email it as a PDF with the PO number in the subject line.
Keep a copy to check the delivery and the invoice against.
When you send purchase orders every week, LineNow's purchase order software for small business plans each order from stock and sales, sends it to the supplier, and keeps their reply and the delivery on the same record.
A purchase order is the buyer’s offer. It generally becomes binding once the supplier accepts it, by confirming it or by shipping the goods, on the terms both sides agreed. Rules vary by country and state, so get advice on anything disputed.
The buyer sends a purchase order before delivery to say what they want and at what price. The supplier sends an invoice after delivery to ask for payment. Check the invoice against the PO and what arrived before you pay.
Save it as a PDF and email it to the supplier’s order contact with the PO number in the subject line. Ask them to confirm quantities, prices, and the delivery date, and keep their reply with the PO.
The Excel and Google Sheets versions multiply quantity by unit price on each line, then add tax and shipping to the total. The Word file and the PDF have the same fields to fill in by hand.
Yes. Download it without signing up, then add your logo and edit the fields however you like.
When several people place orders, suppliers change prices or dates in their replies, or deliveries arrive short. A template can’t show which version the supplier confirmed or what is still owed.
