Practical Tools
Business

Purchase Order Generator

Buyer (your business)

Buyer details save automatically.

Supplier

PO details

Order items

Shipping address

Notes

A purchase order is the formal document you send to a supplier to confirm what you are ordering and the agreed price. Fill in your business details, the supplier name, line items, and delivery instructions - the PO builds in real time. Download it as a PDF or print it to send by email or post.

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How to use this tool

  1. 1Enter your business name, address, and contact details in 'Buyer details'. They save automatically for next time.
  2. 2Enter the supplier name, address, and contact in 'Supplier details'.
  3. 3Set the PO number, date, required delivery date, and payment terms.
  4. 4Add your order lines: item description, quantity, and unit price. The line total and order total update automatically.
  5. 5Add shipping instructions or notes in the notes field.
  6. 6Click 'Download PDF' or 'Print' to send the PO to the supplier.

Example

Cafe ordering coffee and dairy supplies

Buyer: Sunrise Cafe. Supplier: Metro Wholesale. PO-0047. Order: Single origin espresso 5kg (5 x 28.00), Whole milk 20L (20 x 1.80), Oat milk 12 cartons (12 x 2.50). Total: 206.00. Required by: Friday. Payment: 30 days from delivery.

Builder ordering materials for a job

Buyer: TBM Construction. Supplier: BuildRight Merchants. PO-2024-019. Order: 18mm plywood sheets (20 x 32.00), Structural screws 500pk (4 x 14.00), Timber 3mx100mm (30 x 8.50). Total: 971.00. Delivery to site. Payment: on account.

Common use cases

  • Small businesses ordering stock or materials from a supplier and needing a formal order document
  • Restaurant and cafe operators placing recurring stock orders with a clear written record
  • Retail businesses generating POs for inventory replenishment
  • Project managers ordering materials for a job with a reference number for reconciliation
  • Any business that needs a paper trail for supplier orders without a full ERP system

Common mistakes

  • Not including a required delivery date - suppliers will prioritise orders with a clear delivery expectation.
  • Leaving off the PO number - without a reference number, matching deliveries to orders and invoices to POs is difficult.
  • Not specifying the unit of measure - order 5 boxes, not just 5, to avoid ambiguity about pack size.
  • Sending POs without agreeing the price first - a PO confirms an agreed order; negotiate the price before issuing it.

Frequently asked questions

What is a purchase order?

A purchase order (PO) is a commercial document issued by a buyer to a seller, confirming the items, quantities, and agreed prices for goods or services. It creates a legal record of the order and helps both parties track and reconcile deliveries and invoices.

Is a purchase order legally binding?

A PO becomes a binding contract when the supplier accepts it (either formally or by fulfilling the order). It confirms the agreed terms - price, quantity, delivery date, and payment conditions. Keep a copy of every PO for accounting and dispute resolution.

What is the difference between a PO and an invoice?

A PO is issued by the buyer to request goods or services at an agreed price. An invoice is issued by the seller to request payment once the goods are delivered or services rendered. The invoice should reference the PO number so the buyer can match them during payment.

Are my details stored on a server?

No. Everything runs in your browser. Your buyer details save in browser local storage for convenience. Nothing is uploaded to any server.

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