A purchase order is a formal request sent by a buyer to a supplier before goods or services are delivered. It defines what is being ordered, how much it costs, and under which payment and delivery terms the order should be fulfilled. This free purchase order generator helps businesses create clear, professional PDF POs without needing a procurement system.
What Should a Purchase Order Include?
- →Purchase order number and issue date
- →Buyer and supplier details
- →Expected delivery date if known
- →Itemized list of goods or services
- →Quantities, unit prices, tax, and totals
- →Payment terms and delivery terms
- →Any special notes or fulfillment instructions
Purchase Order vs Invoice
| Document | Issued By | Purpose |
|---|
| Purchase Order | Buyer | Request goods or services |
| Quotation | Seller | Propose pricing before the order |
| Invoice | Seller | Request payment after delivery |
| Receipt | Seller | Confirm payment received |
Why Purchase Orders Matter
- →They reduce disputes over quantities, delivery dates, and pricing
- →They improve spending control before invoices arrive
- →They create a procurement audit trail for accounting teams
- →They help suppliers fulfill the right items under the right terms
Common Payment Terms
| Term | Meaning |
|---|
| Net 30 | Payment due 30 days after invoice |
| Net 60 | Payment due 60 days after invoice |
| COD | Cash on delivery |
| 50% upfront | Deposit before fulfillment |
| Upon delivery | Payment due when goods arrive |