Free Purchase Order Generator — Create Professional PO Forms Instantly
Create purchase orders with item codes, units, delivery dates, and supplier details
Fill in the details, then Print / Save as PDF.
Buyer (your company)
Supplier / vendor
Ship to (if different from buyer)
Items ordered
Item code
Description
Qty
Unit
Unit price
Your Company Name
PURCHASE ORDER
PO # PO-001
Date: 2026-06-17
Vendor / Supplier
Supplier Name
Ship To
Company Name
Payment terms
Net 30
PO date
2026-06-17
Required delivery
—
| Item code | Description | Qty | Unit | Unit price | Total |
|---|
Authorised by (buyer)
Accepted by (supplier)
How to use Purchase Order Generator
Free online purchase order generator. Enter buyer and supplier details, line items with item codes and units, shipping costs, and delivery date — then print or save as PDF. Client-side, no account needed.
A purchase order (PO) is a formal document a buyer sends to a supplier authorising the purchase of specific goods at agreed prices. It protects both parties — the supplier knows exactly what to deliver and at what price, and the buyer has a paper trail for accounting and inventory management. This generator creates professional POs with item codes, units, delivery dates, shipping costs, payment terms, and a supplier acceptance signature block.
How to use this Purchase Order Generator
- 1Enter your company name, email, phone, and address as the buyer.
- 2Enter the supplier's company name, contact person, and email.
- 3If the delivery address differs from your company address, fill in the "Ship To" section.
- 4Set the PO number, PO date, required delivery date, and payment terms.
- 5Add line items with item codes, descriptions, quantities, units, and unit prices. Add tax and shipping costs if applicable.
When and why to use a purchase order
Why use a purchase order?
A PO creates a legally documented record of what was ordered, at what price, from which supplier, and when delivery is expected. This prevents disputes ("we ordered 50 units, not 100"), enables three-way matching in accounting (PO → delivery note → invoice), and provides an audit trail for tax and compliance purposes.
Item codes and unit types
Include item codes (SKU numbers, part numbers, or catalogue references) from your supplier's catalogue. This prevents fulfilment errors — "Widget A" could refer to multiple variants; "SKU-10234-BLU-L" is unambiguous. The unit selector covers physical units (pcs, kg, L, m) and service units (hr, day).
Three-way matching
In accounting, three-way matching verifies that the PO, the delivery note (what was actually received), and the supplier's invoice all agree before payment is approved. Using consistent PO numbers across all three documents makes this reconciliation straightforward. Reference your PO number on all related correspondence.
Delivery date and shipping costs
The required delivery date field creates an agreed deadline the supplier is committing to. Shipping costs can be included in the PO total if agreed upfront, or left at zero if shipping is invoiced separately. Clarify in the Notes field who is responsible for shipping costs if this is a point of negotiation.
Payment terms
Net 30 (payment 30 days after delivery/invoice) is standard for B2B purchasing. Net 15 for smaller suppliers or faster relationships. "50% upfront / 50% on delivery" is common for custom manufacturing. COD (cash on delivery) for new supplier relationships without established credit terms. Agree terms before issuing the PO.
Authorisation and supplier acceptance
The PO includes a signature block for your authorisation and the supplier's acceptance. A signed PO from the supplier confirms they have reviewed, accepted the terms, and committed to the order. For large orders, require supplier signature before releasing any deposit payment.
Tips and things to know
- ✓Always use a PO for any purchase over your internal threshold (e.g. $500) — the paperwork cost is trivial; the dispute-resolution value is significant.
- ✓Include your PO number in the payment reference when you pay the supplier's invoice — it makes bank reconciliation and audits dramatically simpler.
- ✓For repeat suppliers, keep a template with their details pre-filled and just update the PO number, date, and items each time.
- ✓Add your preferred delivery instructions in the Notes field: "Please include a packing slip with each shipment and email a dispatch notification with the tracking number."
- ✓If a supplier ships a partial order, note the received quantity on the delivery note and reference the original PO number when following up on the remainder.
Official resources and further reading
Related tools you might need
Frequently asked questions
A purchase order (PO) is a formal document a buyer sends to a supplier to authorise the purchase of specific goods or services at agreed prices. It documents what was ordered, the quantity, unit price, delivery date, and payment terms — creating a paper trail for both parties.