Purchase Order Generator
Authorize supplier purchases formally — items, rates, delivery date and terms on one clean PO.
Document details
Supplier
Items
Saved documents
Nothing saved yet
Documents you save appear here — stored in your private workspace on this device, never uploaded.
What is a purchase order?
A purchase order, or PO, is the buyer's written order to a supplier: what you want, how many, at what agreed rate, with what tax, and by when. Once the supplier accepts it, both sides work from the same written list. A PO is not a tax invoice and carries no GST of its own; GST is charged on the supplier's bill. This purchase order generator gives you a numbered PO, ready to sign, in a couple of minutes, for anything from a weekly vegetable order to a shop fit-out.
The real value shows when the goods arrive. Your staff check the delivery against the PO and note what was received on a goods receipt note; when the supplier's bill comes, you match bill, PO and receipt before paying. That three-way match catches short supply, substituted brands and rates that crept up since the order. Open POs also tell you how much you have already committed to spend, which matters when cash is tight at month-end.
Put payment terms on the PO too, not only on the supplier's bill. If the supplier is a registered micro or small enterprise, the MSME payment rules cap agreed credit at 45 days, and paying later can attract interest under that law. Restaurants ordering weekly from the same vendors, shops restocking before festivals and clinics buying consumables in bulk all gain from a PO trail where these terms are written down.
Purchase order features
Expected delivery date
The delivery date you set prints under the order date, so the supplier commits to a day, not just a quantity.
Quotation reference
Tie the PO to the supplier's quote by its number, which prints as Ref on the order.
Saved suppliers
Choose a supplier from your Supplier Book and their name, address and GSTIN fill in.
Your cost prices
Picking a product uses its saved cost price, or its selling price if no cost is set, so lines start at what you normally pay.
Acceptance and signature
The printout ends with an authorised signatory line and a request for the supplier to confirm acceptance and the delivery date.
CSV and saved POs
Export CSV gives the PO in the form as a spreadsheet, and the 20 most recent saved POs are listed with supplier, date and total for reprinting.
How to use the free purchase order generator
- 1Set up your Business Profile and Supplier Book, then click Use workspace when this page offers it, so your details print on the PO and saved suppliers appear.
- 2Replace the default PO number with your own series if you keep one, set the date and expected delivery date, and add the supplier's quotation reference if there is one.
- 3Pick a saved supplier to fill the name, address and GSTIN, or type them in.
- 4Add each item with unit, quantity, agreed rate and tax %; picking a saved product fills its name, cost price and tax rate.
- 5Write payment, delivery and packing terms in Notes & terms, and enter any agreed flat discount.
- 6Save the PO, then use Print / PDF to send it for the supplier's acceptance, or Export CSV for your records.
Terms worth writing on every PO
The form has one Notes & terms box. These are the points suppliers most often dispute when they are left out.
- Payment terms, such as 50% advance and the balance 30 days from the bill
- Delivery address and receiving hours, if goods go somewhere other than your billing address
- Whether rates include freight, loading and packing, or these are billed extra
- Brand, grade, size or pack specification, so a substitute can be refused
- What happens to short, damaged or wrong supply: return, replacement or a debit note
- A date after which undelivered items stand cancelled
Related tools
Compare suppliers before you order and track what you owe after.
Frequently asked questions
A PO puts the items, quantities, rates and delivery date in writing before money moves. It prevents "that's not what I ordered" disputes and gives you a paper trail to check the supplier's bill against.
PO number and date, supplier details, itemised lines with quantities and agreed rates, taxes, expected delivery date, and any terms — all of which this tool covers.
Yes — saved POs stay in your browser's local storage so you can reprint them any time. Nothing is uploaded to a server.
A PO is an offer to buy on the terms written in it. Once the supplier accepts, by signing, confirming in writing or delivering against it, it generally becomes a contract on those terms. That is why the printout asks the supplier to confirm acceptance and the delivery date. For large or long-running orders, get that acceptance in writing and keep it with the PO.
No. A purchase order is not a tax document, so no GST is paid or claimed on it. The tax % on each line is there so both sides agree the all-in cost upfront. GST is charged on the supplier's tax invoice, and that invoice, not the PO, is what you need to claim input tax credit.
A saved PO can be reprinted or deleted from the Saved documents list, but it does not reopen in the form. If the order changes, fill the form with the revised items, save it under the same number with a revision suffix such as PO-0231-R1, and send that to the supplier. Keep the old one if you want a record of what changed.
No. A PO only records what you ordered; nothing is added to stock until goods actually arrive. When the delivery and the supplier's bill come in, record the bill in the Purchase Register, which, after asking you to confirm, can add the received quantities to stock for products linked to your workspace. That way stock reflects what you received, not what you ordered.