Purchase Order Template

Make a purchase order to send to a supplier. Type your business and add your logo, the vendor and where the goods should go, then the line items: item, description, quantity, unit and unit price. The page works out each line, the subtotal, the tax at the rate you type (only on the lines you mark as taxed), shipping and the total, to the cent, and shows the rounding rule it uses. Add a PO number, order date, delivery date, shipping method, payment terms and notes, and a line for whoever authorizes the order. Long orders run onto more pages with the table header repeated and page numbers. Download a PDF on US Letter or A4, a CSV of the line items and totals for a spreadsheet, or print a blank form to fill in by hand. Free, with no sign-up and no watermark, and your logo and figures never leave your browser.

Nothing to upload. Orders are made in your browser.

How to make a purchase order

1. Type your business name and address, and add your logo if you like.
2. Fill in the vendor, and the ship-to address if it differs from yours.
3. Add the PO number, order date and any delivery date, shipping method and payment terms.
4. Type each line item: quantity and unit price; untick Taxed for lines that carry no tax.
5. Type the tax rate and shipping, check the totals under the preview, then download the PDF (and the CSV if you keep orders in a spreadsheet).

What you can use it for

• Ordering stock or supplies from a vendor
• A one-off order for a small business, club or school office
• Approving purchases before anyone spends
• Matching a supplier’s invoice against what was ordered
• A printed order form to fill in by hand

What goes on a purchase order

Part	What to write
PO number	Your own reference, such as PO-1001; the supplier quotes it back on the invoice
Order date and deliver-by date	When you place the order and when you need it
Your business	Name, address and contact, with your logo
Vendor	The supplier’s name and address
Ship to	Where the goods go, if not to your address
Line items	Item, description, quantity, unit and unit price; the amount is worked out
Tax and shipping	The rate and amount you type
Payment terms and notes	For example Net 30, delivery instructions or a contact name
Authorized by	The person approving the order, with a signature and date line

How the totals are worked out

Item	Qty	Unit price	Amount	Taxed
Copy paper	4	$42.50	$170.00	yes
Shipping boxes	6	$18.75	$112.50	yes
Installation	3	$55.00	$165.00	no
Labels	1.5	$12.345	$18.52	yes

	Amount
Subtotal	$466.02
Taxed subtotal	$301.02
Tax at 8.25%	$24.83
Shipping	$24.50
Total	$515.35

Worked out by the tool with a tax rate of 8.25% and shipping of $24.50, typed as an example. Installation is untaxed here, so the tax applies to the other lines only. The total comes to $515.35.

Rounding to the cent

Qty	Unit price	Exact amount	On the order
1.5	$12.345	$18.5175	$18.52
3	$0.125	$0.375	$0.38
2	$19.995	$39.99	$39.99
0.333	$30	$9.99	$9.99
7	$1.1111	$7.7777	$7.78

Worked out by the tool. Every amount is kept in whole cents and multiplied exactly, so no rounding error from decimals in the computer creeps in, and the line amounts add up to the subtotal exactly. In a check of 5,000 random lines against a reference calculation, every amount matched.

The CSV file

Column
Line
Item
Description
Quantity
Unit
Unit price (USD)
Amount (USD)
Taxed

Comma-separated, UTF-8, one line item per row, then the subtotal, tax, shipping and total. Text that starts with =, +, – or @ gets a leading apostrophe, so a spreadsheet never reads it as a formula.

Purchase orders, invoices and receipts

Once the goods arrive, the supplier sends an invoice; if you are the supplier, make yours with the Invoice Generator. When it is paid, a receipt records the payment.

• Matching stationery for the order: Letterhead Template.
• Labels for boxes and shelves: Label Maker.
• Item codes for stock: Barcode Generator.

Frequently asked questions

What is a purchase order?

A document a buyer sends to a supplier to order goods or services. It lists what is wanted, how many, at what price, where to deliver and by when, and carries a PO number that the supplier quotes back on the invoice.

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

The buyer writes the purchase order before the goods are supplied; the supplier writes the invoice afterwards to ask for payment. Many buyers check each invoice against the purchase order before they pay.

How are the totals worked out?

Each line is quantity times unit price, rounded to the cent. The subtotal adds the lines. Tax is the rate you type times the subtotal of the lines marked Taxed, rounded to the cent once. The total is subtotal plus tax plus shipping.

How does the rounding work?

Half-up: a half cent or more rounds away from zero, so 18.525 becomes 18.53. The page keeps every amount in whole cents, so the lines always add up exactly to the subtotal shown.

Which tax rate should I use?

The page has no built-in rate. Type the rate that applies to your order, or leave it empty for no tax; untick Taxed on any line the tax does not apply to.

Can unit prices have more than two decimals?

Yes, up to four, such as 0.125 per label. The line amount is then rounded to the cent. Quantities can have up to three decimals, for hours or weights.

Can I add my logo?

Yes. Choose a PNG, JPG, WebP or SVG file; it is placed at the top left of the first page. The picture is read in your browser and never uploaded.

What is in the CSV?

One row per line item with the quantity, unit, unit price, amount and whether it is taxed, then the subtotal, tax, shipping and total. Numbers carry no currency symbol, so spreadsheet apps read them as numbers.

Can I print a blank purchase order?

Yes. Tick Blank form: every field becomes a line to write on. Add empty rows to the table for as many items as you need.

Can I use it for my business?

Yes. You may use what you make here, including commercially, with no credit needed.

Is my information uploaded?

No. The order, the logo, the PDF and the CSV are all made in your browser, and nothing is saved.