Free Purchase Order Template (printable PDF)
A purchase order layout with the PO number, supplier, delivery address, required-by date, items and an authorisation line. Print it blank for occasional orders, or use the generator to keep your POs numbered.
What is on the template
- Buyer block: business name, address, tax number
- Document block: PO number, PO date, required by
- Supplier block: supplier and address
- Delivery block: deliver to
- Item table: description, quantity, unit price, line total
- Totals, terms and an 'authorised by' signature line
Template or generator?
Use the template when you are working on paper, in the field, or you want to write details by hand and sign in person. Use the generator when you want the totals calculated for you, numbering kept in sequence, and a PDF you can email in the same minute. Both are free.
Country notes
| United Kingdom | There is no legal format for a purchase order. The supplier's invoice is the document the VAT rules apply to, so make sure the supplier invoices you with its own VAT number and the required invoice details. Quote your PO number on the supplier's invoice to make matching easy. Official source: GOV.UK: VAT Notice 700 (invoices) |
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| United States | No federal format applies to a purchase order. Keep POs with the matching invoices and payment records, as these support your business expenses. Sales tax on purchases may be handled through resale or exemption certificates, depending on your state. Official source: IRS: Recordkeeping |
| Canada | No federal format applies to a purchase order. Supplier invoices must meet GST/HST rules if you want to claim input tax credits. Keep POs with supplier invoices so you can show what the GST/HST relates to. Official source: CRA: RC4022 General Information for GST/HST registrants |
| Australia | No fixed format applies to a purchase order. For a GST claim, you need a valid tax invoice from the supplier, which is separate from the PO. Keep POs with tax invoices as part of your records. Official source: ATO: Tax invoices |
Related
Purchase Order overview · Generate a purchase order online · Guides