If you’re a small business owner you’ve got a lot on your plate. Cut your admin time by using our handy free purchase order template when you buy services, supplies and raw materials. Simply download the purchase order form and enter the details for your order.
You can email a digital copy of your purchase order to your supplier - or print and mail a hard copy.
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You’ll need to use a purchase order (PO) when you want to buy goods or services from a seller. The PO confirms all the details of the purchase, including the product or service you’re buying, the quantity, price, delivery date and payment terms.
As the buyer, you create your purchase order, including any special requests or conditions, and send it to the seller. If they agree to the terms of the PO, they can then decide to accept the purchase by signing the order. Once signed, the purchase order becomes legally binding.
Whenever you create a purchase order, you’ll give it a unique PO number. This number can be used to track the order and payment, and is often included on the invoice issued by the seller after the delivery of goods.
Both business owners and suppliers use purchase orders as an official record of purchases they agree to. You can think of it as a contractual agreement you’re entering into with a seller - which can be used as proof of the order you made if there’s any problem down the line.
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Fill in your order form template. Find out what the difference between a purchase order and an order form is in our helpful FAQ section.
A purchase order is prepared and issued by the buyer before a business transaction can take place. It details the exact products or services required, the quantities, and price. If the seller agrees to the terms of the order, they can approve and sign. Once signed, the purchase order becomes a legally binding document and the seller is obliged to complete the order in accordance with the terms in the PO.
An invoice is issued by the seller - usually after the order is completed, and as a way of requesting payment. The invoice includes many of the same details as the PO - and confirms how much the buyer needs to pay, and under what terms. The invoice should also include the PO number as a reference.
Once signed, a purchase order is a legally binding agreement between buyer and seller, authorized by the management of both companies.
Having a PO makes it easier to track and invoice sales, as the unique purchase order number is used throughout the transaction. By having an official approval in place before an order is completed - and a shared reference to allow transparent billing - errors and misunderstandings can be reduced.
If you use your vendor’s order form, you will be placing orders on their terms, not your own. Make sure you have a good purchase order template that specifies quantity, product item numbers, and payment terms.
The easier way to connect with customers, suppliers and staff, and watch your business grow.