Free Purchase Order Template (Print or PDF, No Sign-Up)

Fill a purchase order in your browser and print it or save it as PDF. Lines, totals, terms and an authorisation line, and nothing is uploaded.

By Print Studio Published 2026-09-17 Updated 2026-09-17

The line items add up as you type and the order total is recomputed from the table. A purchase order is the buyer’s instruction to a supplier, so the page puts the terms and the authorisation line next to the items. The data you enter is held in this browser and reaches no server.

Not tax or legal advice. A purchase order commits the buyer to pay on the terms stated. The tax line is a multiplier over the numbers you enter. Check the rate, the terms and the required wording against the rules where you trade. Nothing is uploaded — no account, no server copy.

Print size (guessed from your locale, change it if it is wrong) Currency (guessed, then used for every amount on the sheet)

Sheet · editable previewA4 · 210 × 297 mm

Brightwater Catering Co.

22 Mill Lane, Brightwater · [email protected] · +1 555 0124 · Tax reference 00-7712345

Purchase order

PO number	PO-2026-0331
Order date	—
Required by	— (14 days)

Supplier	Crestline Foodservice Accounts, 9 Depot Road, Northgate
Ship to	Brightwater Catering, 22 Mill Lane, Brightwater

Order lines

Description	Qty	Unit price	Amount
Olive oil, extra virgin, 5 L			0.00
Folding chairs, steel frame			0.00

Subtotal0.00

Tax at 0 %0.00

Order total0.00

Delivery and terms

Goods to be delivered to the ship-to address during business hours. Quote the PO number on the delivery note and the invoice. Title passes on payment. Cancellations after the required-by date are subject to restocking.

Authorisation

Ordered by ________________________ Date ____________ Approved by ________________________

Example content only. A purchase order instructs a supplier; it is neither a signed contract nor a budget approval and is not linked to any payment system. Confirm the fields, the terms and the wording against the rules where you trade before you issue the order.

What a purchase order commits the buyer to

A purchase order is the buyer’s instruction to a supplier to provide goods or services at stated prices, and once accepted it commonly becomes an enforceable commitment to pay. The terms block matters more than the table, because the table says what is wanted and the terms say what happens if it is not delivered as described, on time, or at the price stated in the order.

The document appears with a worked example loaded, so the position of each field is clear before a key is pressed. Each line can be edited in place, so the example is corrected rather than rebuilt from a blank sheet. The entries you make are held in this browser on the device in front of you, and the only copies are the printout, the PDF the browser creates, and a draft in local storage.

A purchase order should be matched, on the supplier’s side, to the acknowledgement they return, because the acknowledgement is where any changes to price or delivery are first visible. Reading the acknowledgement against the order before goods arrive is the cheapest moment to catch a disagreement.

PO fields mapped to a dispute

If a supplier and a buyer disagree, the fields below are what each side points to. Mapping them to the question they settle shows why none of them should be left blank, and why the authorisation line belongs on the sheet rather than in a separate email.

Field	The dispute it settles
PO number	Which order the conversation is about
Order date	When the offer to buy was made
Required by	Whether delivery was on time
Supplier and ship-to	Whether goods went to the right place
Line items	What was ordered and at what price
Terms	Who pays freight, when title passes, cancellation
Authorisation	Whether the buyer’s own process approved it

A PO without an authorisation line is easy to challenge internally as never having been approved; a PO without terms leaves freight and title to be argued after the fact, when the goods are already in the warehouse and the invoice is already due.

Why the PO number must appear on the supplier’s invoice

The supplier’s invoice should carry the PO number so the buyer’s accounts can match the bill to the order that authorised it. Without that match, a three-way check between order, delivery and invoice cannot be done, and an invoice can be paid for goods nobody remembers ordering or for a price nobody agreed.

Typing the PO number on both documents is the cheapest control in purchasing, and it costs nothing but discipline. Where the supplier sends an invoice without the number, the buyer should request it before payment, because a missing reference turns a routine check into a manual investigation.

Matching the order to what arrives

Note the PO number on the delivery note so goods can be tied to the order that authorised them.
Check the price and quantity on the note against the order before signing for receipt.
Carry the same PO number onto the supplier’s invoice so accounts can run the three-way match.

Purchase order, requisition and contract

The three are often used in the same conversation but mean different things, and confusing them causes the wrong approval to be sought or the wrong document to be sent to a supplier.

Document	What it is
Requisition	An internal request to buy, before any supplier sees it
Purchase order	The external instruction sent to the supplier
Contract	The standing agreement that may sit behind many POs

A requisition never binds a supplier; a PO does, once accepted. A contract may set the terms that the PO then calls up, which is why the PO’s terms block should agree with any contract in force, and why a PO that contradicts a signed contract is a problem worth resolving before goods move. Where the order is placed against a framework contract, the PO should name that contract and any call-off reference, so the supplier invoices against the right umbrella terms rather than raising a fresh agreement for a routine repeat buy.

Printing a purchase order

A purchase order is filed and referred to later, so the printed copy has to stay readable, and the remarks below are about the order itself; the printing guide carries the general A4-against-Letter checklist.

Match the paper size to the selector at the top of the sheet. When they differ, the driver rescales the page and the authorisation line can fall off the bottom.
Hold scale at 100 percent. Fit to page moves every column boundary, and an order whose terms no longer line up with the screen version reads like a different document.
Turn headers and footers off. The browser prints the date and the page address along the foot, which sits across the terms block.
Leave margins at Default or None, because the sheet already carries its own 16 mm inner margin and a second margin only narrows the writing area.

The totals block sits in a column measured in millimetres and does not move when the paper size changes, so the order total stays in the same place whether the sheet is printed on A4 or on US Letter, which keeps a filed copy easy to read at a glance.

Where this sheet stops

No approvals workflow. The authorisation line is printed for a signature; nothing routes the PO for sign-off or records who approved it.
No budget check. The totals are shown but are not compared to any available funds or spending limit.
No three-way match. Order, delivery and invoice are not reconciled by this page; that remains a manual or system task.
No supplier catalogue. Item text is free; there is no check against an approved list of products or prices.
No tax view. The rate is a number placed in the box, and the page takes no position on how the supply is treated for tax.

Invoice template — the supplier’s bill that should quote this PO number.
Quote template — the offer the PO may have been placed against.
Receipt template — proof of payment once the invoice is settled.
Print at the right size — A4, Letter, scaling and the PDF steps.
Paper templates — blank sheets for a filed copy.
Timesheet template — where the work behind the order may be recorded.

Keep this setup

Save the settings to your Sitefarm account. Uploaded files and generated results are not stored.

Before you hit print

Is a purchase order a contract?

Once a supplier accepts it, a purchase order commonly becomes an enforceable commitment to pay for the goods or services listed at the stated prices. The terms block on the sheet says what happens if delivery is late or not as described. This page only prints the document; it does not create or store any legal relationship.

Does this purchase order calculate tax for me?

It multiplies the subtotal by whatever rate you type into the tax line and nothing more. It does not know your jurisdiction or whether the rate applies to every line. Treat the tax line as a calculator, not as a filing, and confirm the rate where you trade before sending the order.

Why must the PO number be on the supplier invoice?

The supplier's invoice should carry the PO number so the buyer's accounts can match the bill to the order that authorised it. Without that match, a three-way check between order, delivery and invoice cannot be done, and an invoice can be paid for goods nobody remembers ordering.

Where does the file go when I save it as PDF?

Into your browser's print pipeline and then to wherever you direct it, a folder on this machine or a printer. Nothing is uploaded to this site, and the page makes no network requests, so there is no copy of your purchase order on any server.

What is the difference between a PO and a requisition?

A requisition is an internal request to buy, raised before any supplier sees it and approved within your own organisation. A purchase order is the external instruction sent to the supplier. A requisition never binds a supplier; a purchase order does, once the supplier accepts it.