Purchase Order Generator

A purchase order generator vendors and accountants understand

This free purchase order generator creates a PO you can send to a supplier in minutes: your company as the buyer, the vendor, a ship-to address with a contact person, a bill-to block, the PO number, date, delivery date and payment terms, then the items with HSN/SAC codes, units, rates and tax. The total is shown in figures and words, followed by your terms, instructions and the approval signature.

A purchase order is the buyer’s written commitment to buy at the stated price. Sending one before the goods arrive means everyone works from the same quantities and prices, the vendor’s invoice can be matched to it line by line, and nobody can say later that an order was “verbal”. For Indian buyers the GST lines follow the vendor: if the vendor’s GSTIN and the delivery state match, the PO shows CGST + SGST; otherwise IGST.

Your POs, logo and approver’s signature are kept only in this browser, and PO numbers count up automatically. The terms included are a starting template, not legal or tax advice.

How to use the Purchase Order Generator

1. Choose paper size, colour, style and currency.
2. Enter the PO number, date, the Deliver by date and payment terms (Net 30, advance…), plus the vendor’s quotation reference if you have one.
3. Fill in your company, upload your logo and the approver’s signature, then add the vendor with their GSTIN.
4. Enter the ship-to site and contact; untick “Bill to is our company” if invoices should go elsewhere.
5. Add the items and choose the tax type and the place of supply (the delivery state).
6. Check the terms and names, then press Download PDF and send it to the vendor.

Purchase Order Generator features

What a purchase order should contain

• A unique PO number and the date, so invoices, delivery challans and payments can refer to it.
• Buyer and vendor names, addresses and GSTINs; the delivery address and a contact person.
• Each item with a clear description, HSN/SAC code, quantity, unit and agreed rate.
• Tax shown by rate, any discount, the total and the total in words.
• Delivery date and method, payment terms, and the conditions for inspection, rejection and part deliveries.
• The authorised approver’s signature — many companies require it above a certain value.

Worked example and how the totals add up

The sample PO orders 40 kg of coffee at ₹980 (₹39,200, GST 5%), 60 packs of cups at ₹340 (₹20,400, 18%) and a descaling visit of ₹2,500 (18%) — a subtotal of ₹62,100. Vendor and café are both in Maharashtra, so tax is CGST ₹980 + SGST ₹980 on the coffee and CGST ₹2,061 + SGST ₹2,061 on the rest. The PO total is ₹68,182.00, “Sixty-eight thousand one hundred eighty-two rupees only”. If the vendor were in Karnataka, the same tax would be IGST ₹1,960 + ₹4,122.

Discounts are taken off before tax and spread over the lines in proportion, so each line is taxed at its own rate on its discounted value. Rate-wise tax is rounded to the paisa. Compare supplier offers per unit with the unit price calculator and check tax figures with the GST calculator.

Purchase order, quotation and invoice — the order of documents

1. The vendor sends a quotation (or a proforma invoice if an advance is needed).
2. You approve it and send a purchase order quoting the vendor’s reference.
3. The vendor delivers with a delivery challan and a tax invoice that quotes your PO number.
4. Your accounts team matches the PO, the goods received and the invoice — the “three-way match” — and pays.
5. Payment is acknowledged with a receipt if needed.