Purchase Order Template: What to Include and How to Use It

Yes—if you mean whether you can use a purchase order template for routine purchasing, a reusable blank form is a practical way to do it. If you mean a specific website or software service, its name is missing from the question, so I can’t reliably confirm whether that provider offers a template; the guide below explains what a purchase order template should contain and provides one you can use.

What a Purchase Order Is

A purchase order, usually shortened to PO, is a document a buyer sends to a seller to describe a proposed purchase. It identifies the items or services, quantities, prices, delivery details, and other instructions the parties need to process the order. A buyer typically creates the PO before the seller supplies the goods or performs the work.

The document also gives the order a reference number. That number helps the buyer, seller, and relevant staff connect the purchase to later records, such as an invoice, delivery confirmation, or internal approval. A PO is not the same as an invoice: the buyer issues a PO to request or authorize a purchase, while the seller generally issues an invoice to request payment after supplying goods or services, according to the parties’ process.

Using a template does not automatically approve a purchase or guarantee that a seller will accept the order. It provides a consistent structure for recording the details and communicating them. The applicable purchasing process and the parties’ agreement determine what happens next.

When a Template Is Useful

A template is particularly helpful when an organization places similar orders repeatedly. Instead of rebuilding the document each time, staff can fill in the supplier, order lines, delivery instructions, and approval details while keeping the layout consistent. That consistency can make it easier to spot missing information and retrieve records later.

For example, a small office ordering printer paper and folders might use a PO to specify the quantity, unit price, delivery address, and requested arrival date. A business hiring a photographer might instead list the service, agreed fee, event date, deliverables, and location. The structure is similar, but the fields and descriptions should fit the purchase.

• Repeat orders: Reuse the same basic form while updating the date, supplier, and items.
• Team purchasing: Give requesters and approvers a shared format for recording what is being bought.
• Clear handoffs: Share one document with the seller and the staff who receive or record the order.
• Record keeping: Keep a reference number and the final version with related order documents.

What to Include in a Purchase Order

A useful PO is specific enough that the seller can understand what is being ordered and the buyer can check what was requested. The exact fields depend on the transaction, but most straightforward forms need identification, item or service details, and delivery information.

• PO number and date: Use a unique reference for each order and record when it was issued.
• Buyer details: Include the purchasing organization or person, contact name, and relevant contact information.
• Supplier details: Identify the seller and the contact handling the order.
• Order lines: Describe each product or service, its quantity or scope, unit, unit price, and line total.
• Delivery or service information: State the destination, requested date, appointment details, or service location as appropriate.
• Charges and total: Show any listed shipping or other charges and the resulting order total. Make clear what is included.
• Payment or reference details: Include agreed payment terms or a quotation or contract reference when relevant.
• Approval and notes: Provide the required internal approval fields and space for essential instructions.

For a service order, a quantity might be expressed as hours, sessions, or a defined project phase rather than a count of physical products. For goods, a model, size, color, or other identifier can prevent a vague description from being mistaken for a different item. Avoid adding sensitive information that the seller does not need to fulfill the order.

Blank Purchase Order Template

How to Fill It Out and Send It

Complete the PO before sending it to the supplier, and check that the information matches the purchase you intend to make. A simple workflow helps reduce avoidable corrections:

1. Assign a unique number. Follow a consistent numbering method that makes the document easy to identify. Do not reuse a number for a different order.
2. Enter the parties and dates. Check the buyer, supplier, contact, and destination details. Distinguish the order date from the requested delivery or service date.
3. Describe each line clearly. Include the quantity, unit, and identifying details. For services, state the scope or milestone in plain language.
4. Check the amounts. Confirm the arithmetic and make clear how listed charges relate to the total. Use the currency agreed for the transaction.
5. Get any required approval. Follow the buyer’s own approval process before issuing the order.
6. Send and retain the final copy. Use the agreed communication method, ask the supplier to confirm receipt if appropriate, and keep the issued version with related records.

If the seller’s quotation contains important specifications, refer to it by a clear identifier or attach it. A reference alone is less useful if nobody can locate the referenced document. If the supplier confirms a change to the price, quantity, or delivery date, keep a record of the updated terms and ensure the buyer’s copy reflects the agreed version.

Common Mistakes and How to Avoid Them

Many PO problems are small omissions that become costly or confusing after the order is in progress. A blank delivery address, unclear unit, or outdated price can lead to follow-up emails, incorrect goods, or disagreement about what was requested. Before sending the document, compare it with the quote or other purchase details.

• Vague descriptions: “Office supplies” does not identify the exact products. Name each item and include useful specifications.
• Missing units: A quantity of “12” is ambiguous if it is not clear whether that means individual items, boxes, or cases.
• Conflicting dates or addresses: Check the PO against the delivery or service arrangements and make corrections before sending.
• Unclear totals: Show whether shipping or other listed charges are included, and check the arithmetic.
• Reusing or omitting the PO number: A unique reference makes it easier to match the order with later correspondence and records.
• Treating a draft as an issued order: Mark drafts clearly and send the final, approved version through the appropriate process.

A template cannot resolve a disagreement about scope or price by itself. If the PO and a quotation, contract, or later confirmation say different things, pause and clarify the intended terms with the other party before proceeding. Keep the relevant messages and final documents together.

Choosing and Maintaining a Template

Choose a layout that is easy for the people who request, approve, fulfill, and record purchases to understand. A one-page form may work well for simple orders; recurring purchases or complex services may need extra lines or a separate attachment for specifications. The goal is not to collect every possible detail, but to include the information needed for this organization and transaction.

Before adopting a form, consider whether it has enough room for multiple order lines, whether it can be printed legibly, and whether people can identify the final version. If you maintain the template electronically, preserve an unchanged blank master and save each completed order as its own record. Avoid changing the master while someone is filling out a copy.

Review the form when the purchasing process changes or users repeatedly need a field that is missing. Remove fields that create confusion or collect information that is not needed. For repeated orders, a saved supplier address or standard product description can save time, but verify that it is current for each new purchase.

Purchase Orders, Quotes, and Invoices

These documents often appear in the same transaction, but they serve different purposes. A quotation or estimate commonly communicates a seller’s proposed price and scope. The buyer may then issue a PO describing the order it wants to place. The seller may later issue an invoice requesting payment for supplied goods or services. The exact sequence and terminology can vary by organization and agreement.

For example, a buyer might receive a quote for 10 chairs, check the model and delivery charge, and then send a PO listing those items and the agreed destination. The supplier can use the PO number in later communications, while the buyer can use it to compare the delivered order and the invoice with the original request. If any detail changes, both parties should make the change clear rather than assuming that an old document has been updated.

A purchase order template is not a substitute for a contract, quote, or internal approval rule. For a transaction with legal, tax, or other professional implications, ask a qualified professional about your specific situation.

Frequently Asked Questions

Does a specific website or service have a purchase order template?
If you mean a particular provider, its name is not included in the question, so availability cannot be confirmed here. Check that provider’s current template or document resources. The blank form above can also be copied into a document and completed for a suitable routine purchase.

Can I make my own purchase order template?
Yes. A basic template can be made in a document or spreadsheet using the fields above. Make sure it provides space for the parties, unique PO number, date, order lines, delivery information, and totals, then adapt it to your process.

Is a purchase order the same as an invoice?
No. A PO is generally prepared by the buyer to describe an order; an invoice is generally prepared by the seller to request payment. Keep the documents distinguishable and use the PO number as a reference when appropriate.

Should a purchase order include tax?
Include charges and amounts in the way the parties and the buyer’s process require, and make clear what the stated total includes. Tax treatment depends on the circumstances, so ask a qualified professional if you need advice about a specific tax question.

Does sending a purchase order guarantee that the seller will accept it?
Not necessarily. A PO records the buyer’s requested order, but acceptance and the parties’ obligations depend on their communications, agreements, and applicable process. Confirm important terms with the supplier rather than relying on an unacknowledged document.

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