Click a blue field to typeHeadings and labels are editable tooEnter next fieldAutosaved · pick up where you left offTurn off “Headers and footers” when printing

Purchase Order

Buyer
Vendor

PO #
PO Date
Ship To
Requested By
Delivery Date

Ship Via		F.O.B.		Shipping Terms		Payment Terms

Item #

Description

Qty

Unit Price

Amount

Subtotal
Tax rate (%)
Sales tax
Shipping & Handling

PO TotalUSD

$ 0

Notes / Special Instructions

Authorized by(Signature)

How to fill out a Purchase Order

Purchase Order template preview — Free Purchase Order template

A purchase order (PO) is a document a buyer sends to a vendor to order goods or services at agreed prices. Once the vendor accepts it, the PO sets out what was ordered, the price, delivery and payment terms, and its number is used to match the vendor's invoice and packing slip.

How to fill it out

Enter your company details under Buyer and the supplier's details under Vendor.
Assign a PO number, enter the PO date and the Ship To address.
Fill in who requested the order, the needed delivery date, shipping method, F.O.B. point and payment terms.
List each item with its item number, description, quantity and unit price.
Add the sales tax rate (if any) and shipping charges — the PO total is calculated automatically.
Add special instructions, sign as the authorized buyer, and send the PO to the vendor.

Tips

Ask vendors to put your PO number on every invoice and packing slip so you can match all three documents before paying.
Use the vendor's own item numbers to avoid shipping errors.
If your business is buying for resale or is tax-exempt, keep the vendor's exemption certificate on file instead of paying sales tax.
Keep a PO log so you can see open orders and committed spending at a glance.

Purchase Order example

Buyer: Acme Supply Co.
123 Main St
Springfield, IL 62701
(555) 123-4567 · [email protected]
Vendor: Midwest Paper & Packaging Inc.
500 Industrial Dr
Peoria, IL 61602
Tom Baker · (555) 310-2200
PO #: PO-2026-0317
Ship To: Acme Supply Co. — Receiving
123 Main St
Springfield, IL 62701
Requested By: Jane Smith
Delivery Date: October 27, 2026
Ship Via: UPS Ground
F.O.B.: Destination
Shipping Terms: Prepaid
Payment Terms: Net 30
Tax rate (%): 0
Shipping & Handling: 45.00

Notes / Special Instructions

Please reference PO-2026-0317 on all invoices and packing slips. Deliveries accepted Mon–Fri, 8 a.m.–4 p.m., at the rear loading dock. Tax-exempt resale certificate on file.

All names, companies and contact details are fictional. Click “Fill sample” above to put this example into the empty fields; click again to remove the parts you did not change.

FAQ

What is the difference between a purchase order and an invoice?

The buyer issues a purchase order to place an order. The seller issues an invoice to request payment after delivering. The PO number usually appears on the invoice so the two can be matched.

What does F.O.B. mean on a purchase order?

F.O.B. (free on board) shows where ownership and shipping risk pass from the seller to the buyer — for example, F.O.B. Origin (at the seller's dock) or F.O.B. Destination (at the buyer's location).

Is a purchase order legally binding?

Once the vendor accepts it, a PO generally forms a contract for the goods at the stated terms. Exact rules depend on state law and any other agreement between you and the vendor.

Related templates

↑ Fill out the Purchase Order