Purchase Order Generator
Enter your business and the supplier, add the items with their codes, say where and when to deliver, and download a purchase order with a space for approval.
Worked examples
A materials order
50 at £2.40 and 12 at £15.00, VAT at 20%
Total £360.00
Net £120.00 and £180.00 make £300.00, plus £60.00 VAT.
Not VAT registered
The same two lines with the VAT box left unticked
Total £300.00
No VAT column is shown on the order.
Mixed VAT rates
10 at £5.00 at 20% and 4 at £2.50 at 0%
Total £70.00
VAT of £10.00 is added to the £50.00 line only; the £10.00 line has none.
About Purchase Order Generator
A purchase order is your written instruction to a supplier to deliver goods or services at an agreed price. It matters for two reasons. It gives both sides a number to quote on the delivery note and the invoice, so invoices can be matched to what was ordered, and it records exactly what you asked for if there is a dispute later. For businesses that buy regularly, a clear order stops many small mistakes in quantity, price and delivery.
This generator makes a tidy one page purchase order. Enter your business and the supplier, add each item with a code or description, a quantity and a unit price, and choose a VAT rate for each line if you are VAT registered. Add the delivery address, the date you need the goods by and your payment terms, and include a line for the person who approves the order. The totals are worked out in whole pence, and you can download the PDF or open it to print.
How to use Purchase Order Generator
- Enter your business details and the supplier, and tick VAT if you are registered.
- Enter the order number and date, the delivery date and your payment terms.
- Add each item with its code or description, quantity and unit price.
- Add delivery instructions and notes, then create the PDF to download or print.
Common uses
- Ordering stock or materials from a regular supplier
- Keeping a record of what was agreed before delivery
- Matching supplier invoices to orders
- Giving a team a simple approval step
Frequently asked questions
Do I need a purchase order?
There is no legal requirement, but it is good practice. It helps you control spending, and it gives the supplier a clear reference. Some larger customers will not pay an invoice without an order number.
What should a purchase order include?
A unique number, the date, your details, the supplier, a description and quantity of each item with the price, the delivery address and date, and the payment terms. This tool covers all of those.
Does the order bind the supplier?
An order is an offer to buy on the terms stated. The supplier accepts it by confirming or delivering. For anything unusual, agree the details with the supplier directly as well.
How should I number purchase orders?
Use a simple running sequence such as PO-001, PO-002, with no gaps, and quote the number on every related document.
Can I show prices without VAT?
Yes. Leave the VAT box unticked and no VAT is shown. If you are registered, tick it and pick the rate for each line.