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Free purchase order template

Download a free purchase order template for Excel or as a CSV, or print a blank PO. It includes PO number, dates, vendor and ship-to details, line items with automatic totals, terms and an approval line. To fill one in online and save a PDF, use the purchase order generator.

Updated · Aequo editorial team

Download the purchase order template

The Excel and CSV files share one layout: buyer, vendor and ship-to blocks, 12 item lines, then subtotal, tax, shipping and PO total.

Download for ExcelxlsxDownload CSVcsv

Columns: item or SKU, description, quantity, unit price, amount. Approval name, signature and date sit at the bottom.

Printable blank purchase order

Print it to fill in by hand or save a blank PDF.

Buyer

Purchase order

Vendor

Ship to

PO number

PO date

Delivery date

Payment terms

Item / SKUDescriptionQtyUnit priceAmount
Subtotal
Tax
Shipping
PO total

Quote this PO number on every invoice, packing slip and delivery note.

Approved by

Signature

Date

Purchase order template from Aequo (free to use and adapt)

How to fill out a purchase order

Number and date the PO, add the vendor and delivery address, list the items with prices, get it approved, then send it.

  1. Download the template. Download the Excel or CSV file, or print the blank purchase order below.
  2. Fill in buyer, vendor and ship-to. Add your company, the vendor's details and the delivery address.
  3. Number and date the PO. Use the next PO number, the order date, the required delivery date and the payment terms.
  4. Add the items. Enter item code, description, quantity and unit price. Line amounts, tax and the PO total calculate automatically.
  5. Approve and send. Get the PO signed by the approver, save it as a PDF and send it to the vendor. Ask the vendor to quote the PO number on the invoice.

What happens to the PO after you send it

The vendor delivers and invoices against the PO number, you record what was received, and AP pays only when the invoice agrees with both.

  • Two-way match: the invoice is compared with the PO on price and quantity.
  • Three-way match: the invoice is also compared with the goods receipt, so you pay only for what arrived.
  • Exceptions: differences outside your tolerance are held for review instead of being paid.

Read the three-way matching guide for worked examples and tolerances.

Aequo AP

POs in your accounting system, matched by Aequo AP

Create purchase orders in your accounting system and Aequo AP matches each vendor invoice to its PO and goods receipt line by line, with 95% match accuracy. Matched invoices move to approval; price and quantity variances become exceptions with the reason attached.

Live with QuickBooks Online, Xero, FreshBooks and Zoho Books. Oracle NetSuite, Sage Intacct and Microsoft Dynamics 365 Business Central are in early access.

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Frequently asked questions

What is a purchase order template?

A purchase order template is a ready-made PO with the standard fields already laid out: PO number, dates, buyer, vendor, ship-to address, line items, totals, terms and approval. You fill in the details for each order instead of building the document from scratch.

Is there a purchase order template for Excel?

Yes. The XLSX download opens in Excel with formulas for each line amount, the subtotal, tax and the PO total. It also imports into Google Sheets (File, Import), Numbers and LibreOffice.

What is the difference between a purchase order and an invoice?

The buyer sends the purchase order before delivery to place the order. The vendor sends the invoice after delivery to ask for payment. Accounts payable checks the invoice against the PO, and against the goods receipt in three-way matching, before paying it.

Who approves a purchase order?

Usually the budget owner or a manager with authority for the amount, set by your approval limits. The approval goes on the PO before it is sent, so the commitment is authorized before money is spent.

Should I create POs in a spreadsheet or in my accounting system?

A spreadsheet works for occasional orders. If you buy regularly, create POs in your accounting system so open commitments are tracked and incoming invoices can be matched against them automatically.

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