Purchase Order Generator
Create supplier-ready purchase orders with VAT, delivery details and payment terms. Add your logo and export a polished PDF — free, no signup.
How to use the purchase order generator
- Add the supplier details. Enter their business name, company and VAT numbers, address, and optionally your logo.
- Add the buyer’s details. Enter your own name and address as the party placing the order.
- Set the order number and dates. Give it a unique purchase order number, the order date, and the expected delivery date.
- List what you’re ordering. Add each line item with description, quantity and unit price — the generator totals these automatically.
- Apply VAT and set order terms. Set the VAT rate, choose payment terms, and add a delivery address if it differs from your own before downloading the PDF.
What to include in a purchase order
- Purchase order number and date. A unique reference the supplier can quote back on their invoice, in its own numbering series.
- Expected delivery date. When you need the goods or services, so the supplier can confirm it’s achievable.
- Line items and estimated totals. Description, quantity, unit price and VAT-inclusive total, so both sides agree on cost before anything is supplied.
- Payment terms. Net 14, net 30, due on delivery, or a deposit arrangement — set expectations before the supplier invoices you.
- Delivery address. Where the order should be sent, if different from your registered address.
- Supplier and buyer details. Names, addresses and VAT numbers so the order stands as a complete record.
Before you raise a purchase order
Get internal sign-off first with a Purchase Requisition. Once goods arrive, match them against a Delivery Note.
Frequently asked questions
What is a purchase order for?
A purchase order is issued by a buyer to a supplier to formally commit to a purchase — item, quantity, price, delivery date and payment terms — before goods or services are supplied.
Does a purchase order replace an invoice?
No. The purchase order is the buyer’s commitment; the supplier still issues their own invoice once the order is fulfilled, often referencing your purchase order number.
Should a purchase order include VAT?
Yes if you expect the supplier to charge VAT — showing an estimated VAT-inclusive total avoids budget surprises when the final invoice arrives.
Does a purchase order need its own numbering sequence?
Yes — keep PO numbers in their own series (for example PO-001) so suppliers can quote them back on their invoice and you can match orders to invoices during reconciliation.
Should I set payment terms on a purchase order?
Yes — stating your expected terms (such as net 14 or net 30 days) up front avoids disagreements later if the supplier’s invoice assumes different terms.
What happens once the supplier fulfils the order?
The supplier delivers against your purchase order number and typically raises their own invoice referencing it — you can match what arrives against the order using a delivery note before approving payment.