How to Create a Purchase Order Template

A purchase order (PO) template gives your team a consistent way to request goods or services and record what was ordered, from whom, and on what terms. A well-designed template is easy to complete, review, print, and file. Before you start, gather the fields your organization needs and check its purchasing and approval procedures; requirements can vary by workplace and by transaction.

What You’ll Need

• Your organization’s name, address, and preferred contact details for the document header.
• The information your purchasing process requires, such as a requester, approver, delivery address, and cost code.
• A sample supplier record or a list of the supplier details you need to capture.
• A document editor, spreadsheet, or paper layout tool that can create and print tables.
• Any existing instructions for numbering, approvals, currencies, tax fields, and record retention. Ask the relevant internal contact if you are unsure.

Step-by-Step

1. Decide what the template is for. Write down whether it will cover goods, services, or both, and who will complete and approve it. A template for routine office supplies may need fewer fields than one used for deliveries to several locations. Keep the first version focused on your actual purchasing workflow rather than trying to anticipate every possible transaction. If you need separate processes for different types of orders, consider making distinct versions so users do not have to navigate irrelevant fields.
2. Create a clear document heading. Put your organization’s name and contact details at the top, followed by the words “Purchase Order.” Add a space for a unique PO number and the date the order is issued. If your organization assigns numbers centrally, label the field accordingly and do not invent a competing numbering method. A visible order number helps people refer to the same document in emails, delivery records, and internal files.
3. Add supplier and requester details. Provide fields for the supplier’s name, contact person, address, email, and phone, as appropriate. Include your requester’s name and contact details so the supplier knows whom to contact about delivery or item questions. Add a separate “Ship to” address because the delivery location may differ from your organization’s billing or main address. Make the distinction between supplier, requester, and delivery recipient unmistakable.
4. Record dates and reference information. Include the order date and, if relevant to your process, a requested delivery date or service period. Add fields for a supplier quotation or reference number, an internal department, and a project or cost code only when your process uses them. A reference field should say what kind of reference belongs there; vague labels such as “Notes” can lead users to put important information in an unexpected place.
5. Build the item table. Give each order line its own row. Useful columns include item or service description, quantity, unit of measure, unit price, and line total. Leave enough room for a precise description, including a model, size, period of service, or other distinguishing detail where relevant. For services, use a unit that makes sense for the work, such as hours or a defined service period. Add several blank rows and indicate how to add another page if the order is longer.
6. Make totals and extra charges clear. Provide separate labeled spaces for the subtotal, any applicable tax, shipping or handling, and the final order total. Do not combine different charges into one unexplained amount. Follow your organization’s process for determining which amounts to enter and who checks them; this template is a recordkeeping tool, not a substitute for that process. If users calculate totals manually, make the intended calculation order clear and have the layout checked before releasing it.
7. Include delivery and purchasing instructions. Add space for delivery method, delivery location details, packaging or access instructions, and any agreed service or delivery notes that the supplier needs. Include payment or ordering terms only if your organization has approved wording for the PO. Do not make up terms or copy them from an unrelated order. If the PO refers to another document, identify that document by its title or reference so both sides can find it.
8. Add approval and acknowledgement fields. Include spaces for the preparer and the required approver, with names, dates, and signatures or other approval records as your process requires. If the supplier is expected to acknowledge the order, make that a separate section rather than confusing it with internal approval. Use labels such as “Prepared by,” “Approved by,” and “Supplier acknowledgement” so each person understands their role.
9. Format, test, and save the master. Use readable type, consistent spacing, clear borders, and labels that remain understandable in black-and-white printing. Keep related fields together and avoid squeezing the item description column to make room for decoration. Print or preview a test copy, then fill it out using a realistic example to see whether the rows, totals, and instructions work. Save an untouched master with a clear filename and provide users with a separate copy to complete.

Purchase Order Template

Common Mistakes

Leaving out the delivery destination. A supplier may have the correct buyer details but still lack the location needed to complete delivery. Include a distinct ship-to field and enough address space for building, department, or receiving instructions when applicable.

Using descriptions that are too broad. Entries such as “equipment” or “consulting” can be difficult to match to what was requested. Ask users to describe the item or service sufficiently to distinguish it, including a model, scope, unit, or relevant period where needed. If a quotation defines the specification, capture its reference rather than relying on an unclear shorthand.

Mixing up a PO and an invoice. A PO records an order; an invoice is a supplier’s request for payment. Do not title the form “Invoice” or add fields that imply it is proof of payment. Keep the document’s purpose visible on every page if the order may print across multiple pages.

Making totals ambiguous. If the form has a single “Total” box, users may not know whether it includes tax, delivery, or other charges. Separate the components and label the final amount clearly. Confirm the layout matches internal procedures before users rely on it.

Skipping the approval path. A blank signature line does not explain who has authority to approve an order. Use the role names required by your organization and make it clear whether approval must happen before the PO is sent. Do not treat a supplier acknowledgement as internal authorization.

Overloading the form. Too many optional fields can make the PO slow to complete and encourage users to skip important ones. Keep fields that are required for most orders in the main layout. Put occasional instructions in a short notes area or a separate process guide rather than filling the page with rarely used details.

Tips

Design for the person completing the form and the person receiving it. Put fields in the order people naturally use them: buyer and supplier, order details, line items, totals, instructions, and approvals. Use plain labels instead of internal abbreviations unless everyone who handles the form understands them. If an abbreviation is necessary, define it in a note or a short instruction sheet.

Decide how the template will be completed. A printable paper form benefits from generous blank spaces and strong table borders. A digital form can use prompts or validation, but it should still print cleanly if people need a paper copy. Keep the master version protected from accidental edits and tell users where to find it. Date or version the template so staff can recognize an outdated copy.

Agree on consistent conventions for dates, currency, units, and order numbers. For instance, a quantity should always be paired with a unit, and a date should not be written in a format that can be read two different ways. If the PO has more than one page, include the PO number on each page and make the continuation of the item table easy to identify.

Use a review checklist before publishing: Are all required internal fields present? Can a supplier identify what to deliver and where? Are the line item columns wide enough? Are charges and approvals clearly separated? Does the form still work when printed? Ask a representative user to complete a copy without coaching; their questions often reveal unclear labels that the designer overlooked.

Keep the form neutral and reusable. Do not prefill supplier-specific prices or terms in the master unless the document is intentionally designed for one supplier and your process permits that. Store completed POs according to your organization’s recordkeeping procedure, and avoid putting sensitive personal information in free-text notes when it is not needed.

Troubleshooting

The table breaks across pages awkwardly: Reduce decorative spacing, widen the page layout if your printing setup allows it, or move explanatory notes to a separate instruction sheet. Repeat the item-table header on continuation pages when your editor supports it. Do not shrink text until it becomes difficult to read; a second page is preferable to an unusable form.

Users keep missing a field: Check whether the label is vague, the field is hidden among less important details, or users do not know when it applies. Move essential fields higher on the page, mark genuinely required entries, and explain conditional fields with a brief prompt. If the field is not needed for most orders, consider placing it in an optional section.

Amounts do not reconcile: Review the calculation instructions, the placement of charges, and whether users are entering unit prices or line totals in the intended columns. Compare the form with your organization’s approved process and ask the responsible internal reviewer to confirm the layout. Do not guess how a tax or other charge should be treated; ask the appropriate qualified professional when the situation requires tax, legal, or other specialist advice.

People create duplicate PO numbers: A template alone cannot ensure unique numbering. Follow the organization’s existing numbering procedure or ask the person responsible for purchasing to establish one. If numbers are assigned outside the form, label the field “Assigned PO number” and avoid implying that users can choose any number.

The supplier says information is missing: Ask which specific detail was unclear, then decide whether it belongs as a standard field or as an order-specific note. Update the master only when the change is useful across the intended workflow, and replace old copies so staff do not keep using a version with the same omission.

The file is hard to edit or print: Check whether the master was saved in a format compatible with the tools your team uses and whether fonts, margins, or table widths changed. Keep a clean source copy, test the saved version on another device or printer if available, and offer a print-ready copy alongside an editable master when that suits your process.

Frequently Asked Questions

What information should every purchase order include?
At minimum, include a PO identifier, order date, buyer and supplier details, delivery destination, item or service descriptions, quantities, pricing fields, a clear total, and any required approval details. Your organization may require additional fields.

Can I make a purchase order template in a spreadsheet?
Yes. A spreadsheet can make line-item calculations easier, while a document editor may be simpler for a fixed printable layout. Whichever you use, test both completion and printing, and make sure formulas or editable fields cannot be changed accidentally.

Should a purchase order include tax and shipping?
Include clearly labeled fields if those charges are part of your organization’s ordering process. Follow the procedure set by the responsible internal team for entering or checking them; do not assume every order uses the same treatment.

Is a purchase order the same as an invoice?
No. A PO records what the buyer is ordering, while an invoice is typically issued by a supplier to request payment. Keep the document title and fields specific to the document’s purpose.

Do I need a signature on the template?
Include approval or acknowledgement fields if your process requires them. Confirm who must approve an order and whether approval is recorded by signature, date, or another approved method before you distribute the template.

How should I number purchase orders?
Use the numbering method your organization has established so each order can be identified consistently. If no method exists, ask the responsible purchasing contact to define one before users begin issuing POs; the blank template itself cannot prevent duplicates.

A purchase order template works best when it reflects the real steps people follow, uses specific labels, and makes the order easy to review. Start with the blank form above, adapt only the fields your process needs, and test a completed copy before sharing the master. For questions that involve legal or tax requirements, ask a qualified professional.

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