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Purchase orders are often required by sellers to clearly outline the intentions of a buyer and confirm availability, price, etc., of goods.
A purchase order is a business form that initiates a purchase between businesses – buyer and seller. The required information to correctly complete a purchase order is relatively simple. Basically, the form is an agreement for a buyer to purchase goods or services from a seller according to pre-arranged conditions, if applicable. The purchase order may be used later to match up to an invoice to ensure accurate payment.
Name and contact info for the individual submitting the purchase order, such as email, phone and fax number.
Purchase Order #: A buyer will typically generate a unique purchase order number as a point of reference for a specific order.
Vendor ID: A unique identifier that may correspond with a Vendor ID in another system.
To: Complete address information of the seller, which may be specific to the purchasing department or individual handling purchasing responsibilities.
Ship/Bill To: Complete address information for the purchasing business, which may identify where the goods will be shipped to.
Date: The date the purchase order was completed and submitted.
Date Required: Date the goods/services are needed by.
Ship Via: Preferred method for shipment/transportation of goods to be received.
Terms: Timeframe within which payment is due. Net 30 (30 days) is common.
Item & Description: Provide details, including the suppliers item number and any details to ensure accurate ordering.
Price, Quantity & Totals: List the price and quantity of each item to determine totals to ensure agreed upon pricing is accurate and set prior to purchasing.
Notes: List any special needs or requests to the seller.