Purchase Order Format
Raise a purchase order to a supplier in a minute — items, rates, GST, delivery date and payment terms — and print it, or use the Excel PO template.
Buyer (your business)
Supplier (vendor)
Items
Your business name
Your address
PURCHASE ORDER
No: —
Date: —
Supplier
—
| # | Description | HSN | Qty | Unit | Rate | Amount |
|---|---|---|---|---|---|---|
| 1 | — | 1 | Nos | 0.00 | 0.00 |
- Taxable value
- ₹0.00
- CGST @ 9%
- ₹0.00
- SGST @ 9%
- ₹0.00
- Total
- ₹0.00
Please quote this PO number on your invoice and delivery challan.
Purchase order format in Excel
- Delivery date and payment terms
- Indent / reference number
- Item rows with GST formulas
- Totals with CGST / SGST
A purchase order (PO) is the buyer's written order to a supplier. Once accepted it is the agreement both sides refer to: what was ordered, at what price, by when and on what payment terms. The supplier's invoice and the goods receipt are checked against it.
What a purchase order must show
PO number and date, buyer and supplier details with GSTIN, delivery address and date, each item with description, HSN, quantity, unit rate and amount, GST, the total, payment terms, and any reference such as the indent or requisition number.
PO, GRN and invoice — the three-way match
Before paying a supplier, match the PO (what was ordered), the GRN (what was received and accepted) and the supplier's invoice (what was billed). Differences in quantity or rate are settled with a debit note before payment.
Questions people ask.
What is a purchase order format?
A standard layout for ordering from a supplier: buyer and supplier details, items with quantity and rate, taxes, total, delivery date and payment terms, with a PO number.
Is a purchase order a legal document?
Once the supplier accepts it, a PO is a contract for the goods, prices and terms it states.
What is the difference between a purchase order and an invoice?
The buyer issues the purchase order to order goods; the supplier issues the invoice to bill for goods supplied against it.
Can I download a PO format in Excel?
Yes — the Excel template has the fields, GST and total formulas; fill in and print.
What is PO number used for?
To link the supplier's invoice, delivery challan and the GRN to the order, so all three can be matched before payment.
Other free tools
Doing this for every item, every day?
A calculator is the right tool once. When it is every item in the store, it belongs in the system that already knows the numbers.