OneTaskBy Tim King · Updated
Free Purchase Order Generator
Single-Page PDF PO With Supplier, Delivery Address, Items and Payment Terms
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How the Purchase Order Generator works
This purchase order generator turns the items you are buying into a clean single-page PDF purchase order, with the supplier, the delivery address, a deliver-by date and payment terms. Fill in the fields and download. There is no account and nothing is uploaded.
How the purchase order generator lays out the order
Your business sits at the top right with the PO number under the title. The supplier and the ship-to address sit side by side, with the order date, the deliver-by date and the payment terms beside them. Below is the item table with the subtotal, tax and order total.
Writing the items. One line per item, parts separated by vertical bars: Toner cartridge, black | 6 | 64 is six at 64 each, and Delivery | 25 is a single charge. Totals update as you type,
so check them against the supplier's price list before you send the order.
Why use a purchase order at all. A PO fixes what you agreed to buy, at what price and by when, before the supplier ships. When their invoice arrives, you match it against the PO and the delivery note. If the three agree, you pay; if not, you have the paperwork to query it.
The PO number matters most. Ask the supplier to quote it on every invoice and delivery note. It is the reference that ties the paperwork together, so keep your own numbers in sequence in a spreadsheet and type the next one here.
Leave the deliver-by date blank and the PO prints "As agreed". The page holds up to twenty-four items, and nothing you type is stored or sent anywhere.
FAQ
What is a purchase order?
A purchase order is a document a buyer sends to a supplier listing the goods or services wanted, the quantities, the agreed prices, the delivery address and date, and the payment terms. Once the supplier accepts it, it acts as the agreement for that order.
What is the difference between a purchase order and an invoice?
The buyer sends the purchase order before anything is supplied, to place the order. The supplier sends the invoice afterwards, to ask for payment. Matching the invoice against the purchase order is how the buyer checks they are being billed for what they ordered.
What does Net 30 mean on a purchase order?
Net 30 means you will pay the full amount within thirty days of the invoice date. The terms on the PO tell the supplier what payment timing you expect. Pick On receipt if you will pay as soon as the invoice arrives.
Do small businesses need purchase orders?
Not legally, but they help once more than one person buys things or suppliers send many invoices. A PO number on each invoice makes it quick to see what was ordered, by whom and at what price, and stops paying for goods nobody asked for.
See also: all Invoicing & Payments tools, Rates & Pricing, Profit & Growth.
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