What should a purchase order include?
Include a unique number, date, supplier, delivery address, item details, quantities, prices, VAT, total and notes.
Purchase order template
Use this free purchase order template to record supplier details, delivery address, line items, subtotal, VAT, total and notes.
Every tool is free to use on screen, and a free account saves your records. Downloads are one free file a month across all toolkits, then £1.49 for a single extra download or £4.99 a month for unlimited downloads. Cancel anytime.
This is a document generator for general business administration. It does not approve expenditure, confirm tax treatment or provide legal or financial advice.
2 entries
Create a clear purchase order with supplier, delivery, line item and total details.
Downloads need a free account. That gives you one free file a month across all the toolkits.
This tool is free to use with no account. The rows below are examples so you can see the layout, edit or delete them and add your own. Nothing you type here is stored on our servers, so it will be gone if you close the page. Create a free account to keep it, and to get your free monthly Excel or Word download.
Purchase Order Generator
| PO number | Date | Supplier name | Line items, one per line | Subtotal | VAT | Total | |
|---|---|---|---|---|---|---|---|
| Example po number 1 | 19 Oct 2026 | Example supplier name 1 | Example entry, replace this with your own details. | 0.00 | 0.00 | 0.00 | |
| Example po number 2 | 18 Nov 2026 | Example supplier name 2 | Example entry, replace this with your own details. | 0.00 | 0.00 | 0.00 |
These tools are provided for general business administration, organisation and record-keeping purposes. They do not constitute legal, medical, clinical, safeguarding, health and safety or regulatory advice and do not guarantee compliance with any applicable requirement. Businesses remain responsible for ensuring their own policies, procedures and records are appropriate for their circumstances.
Using this template
A purchase order is a document a buyer sends to a supplier to identify goods or services they want to order. Contractors and small businesses use purchase orders to control spending, give suppliers a clear reference and match deliveries and invoices to an approved request. A practical order includes a unique PO number, date, supplier name and address, delivery address, item descriptions, quantities, unit prices, line totals, subtotal, VAT, total and any notes or delivery instructions.
Use a numbering sequence that prevents duplicates and make each line item specific enough for the supplier to understand the required product, service or specification. Check quantities, prices, VAT treatment and delivery details before sending it. Common mistakes include issuing an order after the cost has already been incurred, omitting the agreed currency or terms, using a total that does not match the lines and failing to tell the supplier when an order changes. Enter one line item per line in this simple generator. It creates an administrative document only and does not approve expenditure, confirm tax treatment, establish supplier terms or provide legal or financial advice.
Questions about this template
Is a purchase order an invoice?
No. A purchase order is issued by the buyer before or when ordering. An invoice is the supplier's request for payment.
How should line items be entered here?
Use one line per item and include the description, quantity, unit price and line total in that line.