Purchase Order Template. Free download.
A formal purchase order (PO) template to authorize vendor transactions, specify shipping terms, define payment schedules, and control business spending.
What the purchase order looks like.
A simplified preview with example values. The real file has the full set of fields.
When to use this template.
Ordering Vendor Goods & Materials
Provide suppliers with legally binding order commitments with explicit part numbers and pricing.
Internal Budget Control & Approvals
Ensure purchases are reviewed and authorized by department heads prior to placing orders.
Three-Way Invoice Matching
Give accounting the baseline PO to reconcile against incoming delivery notes and vendor invoices.
What is included in this document.
Buyer, Vendor & PO Reference Number
Sequential PO number, issue date, vendor billing details, and company purchaser info.
Shipping Method & Delivery Destination
Target delivery date, ship-to facility address, chosen freight carrier, and FOB terms.
Itemized Order Quantities & Unit Pricing
Part SKU, item description, required quantity, unit price, and subtotal.
Payment Terms & Authorized Signature
Net terms, early payment discount policies, and formal executive sign-off line.
Stop filling out blank spreadsheets.
This template gets you started today. Encarmo can connect it to your financial and operational data.
Using a static template
- Staff purchase supplies without pre-approval, causing budget surprises
- Accounting struggles to match vendor bills with what was actually delivered
- Duplicate orders placed across different teams for the same supplies
Automating in Encarmo
- Automated multi-level approval workflows based on dollar limits and departments
- Automated 3-way matching between PO, delivery note, and vendor invoice
- Live committed-spend tracking against department budgets
More in procurement & inventory.
Supplier Comparison Matrix
Delivery Note Template
Stock Count Sheet Template
Template FAQs.
Everything you need to know about downloading and editing this template.
Is a purchase order legally binding?
Yes, once a supplier accepts an authorized purchase order, it forms a legally binding commercial contract to supply goods under the stated terms.
Can I add our standard commercial terms and conditions?
Yes, the Word and PDF templates include a dedicated back-page section for standard procurement terms and cancellation clauses.
What is 3-way invoice matching?
3-way matching verifies that the details on the purchase order, the receiving delivery note, and the vendor invoice match perfectly before payment is issued.
How does Encarmo streamline purchase orders?
Encarmo routes PO requests for approvals, emails verified POs to suppliers, and matches received inventory directly to incoming bills.
Upgrade from templates to automated workflows.
Encarmo brings invoicing, accounting, payroll and operations into one connected platform, with free accounting and invoicing and unlimited users.