How to use it
- 1Enter your business details once. They are saved on your device and reused in every format on this site.
- 2Add the supplier's name, address and state, then each item with the agreed quantity, rate and GST %.
- 3Set the Deliver by date. If the goods should go to a godown or site, tick 'Deliver to a different address'.
- 4Write your terms, check the preview and press Download PDF / Print. Send the PDF to the supplier.
- 5Want to keep editing it yourself? Press Excel (.xlsx) for a sheet with working formulas, or Word (.docx). Both are made on your device, like the PDF.
Purchase Order – a filled-in sample
Made with the tool above from made-up details: every name and number in it is invented. Press “See a filled-in example” in the tool to open it there and download it.
What a purchase order should contain
- Your business name, address and GSTIN, because the supplier will bill to these details
- A PO number and date
- The supplier’s name, address and GSTIN
- Each item described exactly: size, grade, colour, brand or model, with quantity, unit and the agreed rate
- GST and the total order value
- Where the goods should be delivered, and by when
- Payment terms: advance, credit days, or payment against delivery
- Who pays freight, loading and unloading
- Signature of the person authorised to place the order
Terms worth writing down
Copy the lines that fit into the Terms and conditions box:
- Please quote this PO number on your invoice and delivery challan.
- Delivery on or before the date shown above. Late delivery may be refused.
- Goods that do not match the approved sample or specification will be returned at the supplier’s cost.
- Payment within 30 days of receiving the goods and a correct tax invoice.
- Rates are fixed for this order and include packing.
- Subject to Jaipur jurisdiction. (Use your own city.)
Your terms are remembered for the next purchase order.
Check three papers before you pay
- The purchase order: what you asked for, and the rate.
- The delivery challan or your goods received note: what actually arrived, and in what condition.
- The supplier’s invoice: what you are being charged.
Pay when all three agree. Most overpayments, short supplies and duplicate bills are caught at this step.
Do small businesses need purchase orders?
For a one-off cash purchase, no. Use one when the order is large, made to your specification, delivered later, bought on credit, or placed with a supplier you are dealing with for the first time. A one-page PO costs a minute and gives you something to point to if the rate, the quantity or the delivery date is disputed.
Questions people ask
Is a purchase order legally binding?
A purchase order is your offer to buy. In general it becomes a binding agreement once the supplier accepts it, by confirming it, signing it or starting to supply. Until then you can withdraw it.
Can I download this purchase order format in Excel?
Yes. Press Excel (.xlsx) above the preview. You get a real spreadsheet with your details filled in and working formulas: the line amounts, GST, round-off, grand total and the amount in words recalculate when you change a figure. There are no macros, so there is no security warning to click through. It is a standard .xlsx file, the format used by Excel, Google Sheets, WPS Office and LibreOffice. Press it with an empty form to get a blank purchase order template in Excel.
Can I download this purchase order format in Word?
Yes. Press Word (.docx) above the preview. The file is laid out like the PDF, and every word and figure in it can be edited. It is a standard .docx file, the format used by Microsoft Word, Google Docs, WPS Office and LibreOffice. Press it with an empty form and you get a blank purchase order format in Word, with every heading in place and room to type. Totals in the Word file are plain text, so use the Excel file if you want them to recalculate.
What is the difference between a purchase order and an invoice?
The buyer sends a purchase order before the supply, to say what is wanted and at what rate. The seller sends an invoice at the time of supply, to ask for payment. Compare the two before you pay.
Is GST payable on a purchase order?
No. A purchase order creates no tax liability. GST is shown so that both sides agree on the full cost. The tax itself is charged on the supplier's invoice.
How does the format decide between CGST + SGST and IGST?
It compares the supplier's state with your state. The same state gives CGST + SGST, different states give IGST. Choose both states and the tax lines follow.
Should the supplier put my PO number on their invoice?
Yes, ask for it in your terms. It lets you match every bill and challan to an order, and larger buyers usually refuse bills that do not carry one.
How do I change or cancel a purchase order?
Before the supplier accepts, you can simply withdraw it. After acceptance you need the supplier to agree. Issue the revised order under the same number with 'Rev 1' added, so both sides can see which version is current.
Can I print the purchase order in Hindi?
Yes. Switch Document language to हिंदी above the preview.
Last reviewed: 19 September 2026