Purchase Order template and PDF guide (General) | documentorium
Prepare purchasing requests online, then generate procurement PDFs for approval and fulfillment. Use this when ordering materials or equipment from a supplier for a specific job...
When to use this template
Prepare purchasing requests online, then generate procurement PDFs for approval and fulfillment. Use this when ordering materials or equipment from a supplier for a specific job, so you have a written record of what you ordered, the agreed price, and the delivery date you were promised.
What to include
- Purchase order number, date issued, your company name and billing address, and the supplier's name and address.
- Line items with part numbers or SKUs, product descriptions, quantities, unit prices, and extended totals matching the supplier's quote or catalog pricing.
- Delivery requirements: job site or shop delivery address, required delivery date, acceptable delivery window, and any special handling or unloading instructions.
- Payment terms agreed with the supplier: Net 30, COD, credit card on file, or account number, plus any early payment discounts.
- Reference to the job or contract this purchase supports, so you can track material costs per project for job costing and billing.
Common questions
- Can I create this Purchase Order online before placing orders?
- Yes. Enter requested items, quantities, vendor details, and approvals directly in-browser.
- Can I save this Purchase Order and reuse it for repeat buying cycles?
- Yes. With an account, save and duplicate it for recurring materials and suppliers.
- Can I generate a purchasing PDF from this Purchase Order?
- Yes. Export a clean PDF for vendors, finance review, or internal audit trails.
- Do I need a purchase order for every supply run?
- Use purchase orders for job-specific material orders above a set dollar threshold. Small shop consumables can be tracked through petty cash or credit card statements.
- What if the supplier delivers the wrong product?
- Your purchase order is your proof of what was ordered. Compare the delivery against the PO line items and reject or note discrepancies immediately.
- Should the purchase order reference my client's job?
- Yes. Including the job or contract number on every purchase order makes job costing accurate and simplifies billing materials back to the client.
- Can I use a purchase order to lock in a price?
- A supplier-accepted purchase order is a binding agreement on price and quantity. Issue it promptly when you get a favorable quote to prevent price increases.