Purchase order template
Order goods or services from a supplier with a clear, trackable form.
A purchase order template gives a buyer a numbered, dated record of what was ordered from a supplier. Once the supplier accepts it, the PO is usually the contract for that order, which is why the details on it matter.
Opens a fillable version in your browser. Free, no account, nothing uploaded.
Fields in this form
- Purchase order number
- Date
- Buyer (your business)
- Supplier (vendor)
- Ship to address
- Items ordered
- Quantity
- Requested delivery date
- Authorized by
About the purchase order
A purchase order is a document a buyer sends a supplier to request goods or services. It lists what is being ordered, the quantities, and where it should be delivered.
This fillable template gives you a tidy layout you can complete on screen and send as a PDF, which is easier to track than an email or a phone order.
When you need it
- You are ordering stock or supplies from a vendor.
- You want a numbered record of what you ordered.
- A supplier asks for a purchase order before shipping.
Where it stands legally
A purchase order is an offer to buy. When the supplier accepts it (by confirming, shipping or invoicing against it), a contract for that order exists on the PO's terms. In Canada and the US that is ordinary sale-of-goods law; no special form is required.
If the supplier replies with its own terms, the two documents can conflict. Sales law has rules for that, and they do not always favour the buyer. The practical fix is to reference a signed supply agreement on the PO, or to get written acceptance of the PO terms.
Matching the PO to the delivery and the invoice (three-way matching) is the standard accounting control. The PO number is what ties the three together, so it should appear on the supplier's invoice.
General information, not legal advice. Rules differ by province, state and city, and they change. Confirm the current rule where the document will be used.
What each field means and how to fill it
| Field | What it means | How to fill it |
|---|---|---|
| Purchase order number | Unique reference for this order. | Sequential (PO-2026-018). Ask the supplier to quote it on packing slips and invoices. |
| Date | When the order was placed. | Date of issue. |
| Buyer (your business) | Who is ordering and who pays. | Legal name, billing address, contact for questions. |
| Supplier (vendor) | Who fulfils the order. | Legal name and address as they appear on the supplier's quote. |
| Ship to address | Where the goods go. | Full delivery address and receiving hours. Note if a signature is required. |
| Items ordered | What you are buying. | One line per item: supplier part number, description, unit price, quantity, line total. Reference the quote number. |
| Quantity | Total units or a summary. | Use the item lines for detail; this field is a summary. |
| Requested delivery date | When you need it. | A date, and whether partial shipments are acceptable. |
| Authorized by | Who approved the spend. | Name and title of the person allowed to commit the business to this amount. |
How to fill this out
- 1Enter a unique PO number and today's date.
- 2Fill in your business as the buyer and the supplier's legal name.
- 3Enter the ship-to address and any receiving instructions.
- 4List each item with part number, description, unit price and quantity, and reference the supplier's quote.
- 5Set the requested delivery date and have the authorized person sign, then download and send the PDF.
Common mistakes to avoid
- Ordering from a quote without copying the part numbers and unit prices onto the PO, so there is no record of what was agreed.
- No PO number on the supplier's invoice, which breaks matching and delays payment.
- Leaving out delivery terms: who pays freight, and when risk passes to the buyer.
- Issuing a PO for an amount above the signer's approval limit.
- Verbal changes after the PO is issued. Issue a revised PO instead.
What makes it work, and when you need more
Usually fine with this template
- Routine orders of stock, supplies or equipment from a supplier that has quoted you.
- Orders under an existing supply agreement, where the PO references that agreement.
- Internal approval and tracking of spend, even when the supplier does not require a PO.
Use the official form or get advice
- Large or long-term supply arrangements, custom manufacturing, or anything with intellectual property or exclusivity terms.
- International orders with customs, duties, currency or Incoterms questions.
- A dispute where the supplier's terms conflict with your PO.
Worked example (illustrative)
Made-up names and figures to show what a completed purchase order looks like. Not a real transaction.
| Purchase order, illustrative | |
|---|---|
| PO number | PO-2026-018 |
| Date | October 2, 2026 |
| Buyer | Riverside Bakery Ltd., accounts@example.com |
| Supplier | Northern Packaging Supply Co., quote Q-5531 |
| Ship to | Rear entrance, 88 Example Street, weekdays 7 to 11 am |
| Items | Kraft boxes 9 in, part KB-9, 500 x $0.42 = $210.00; Paper bags, part PB-L, 1,000 x $0.11 = $110.00 |
| Delivery | By October 16, 2026; no partial shipments |
| Authorized by | J. Park, owner |
Related official forms, tools and guides
- Purchase order template guide
- Invoice template: what the supplier sends back against the PO
- Contract template: for services rather than goods
- Bill of sale template
- Accounting PDF tools
Frequently asked questions
What is the point of a purchase order?
It gives the buyer and supplier a clear, numbered record of what was ordered, which helps avoid mix-ups and makes it easy to match the delivery and the invoice later.
Is a purchase order legally binding?
Once the supplier accepts it, generally yes: it is a contract for that order on the PO's terms. Until acceptance it is an offer. This is general information, not legal advice.
How is a purchase order different from an invoice?
A buyer sends a purchase order to request goods. The supplier sends an invoice to ask for payment once the order is filled. The PO number should appear on the invoice.
Do I need a purchase order for every order?
Not always, but they help for recurring orders, larger amounts, or any time you want a clear paper trail and approval record.
What if the supplier sends their own terms?
Conflicting terms are a known problem in sales law. Reference a signed supply agreement on the PO where you have one, or get the supplier to accept your PO terms in writing.