Purchase Order Format: Free Excel & PDF

Order goods from suppliers with clear quantities, rates, GST and delivery terms.

Last updated: 16 October 2026

Send clear purchase orders to your suppliers, so you get the right goods at the agreed price and can check their invoices easily. Below the format: PO vs proforma and invoice, PO numbering, terms and conditions, and matching the invoice before you pay.

Download Excel (.xlsx)

Click any text in the format below to edit it, then print or save as PDF. The Excel version calculates totals for you.

Your Business Name
Shop no., street, city, PIN
GSTIN: 29ABCDE1234F1Z5
Phone / email

Buyer

PURCHASE ORDER

PO no.: VB/26-27/001

Date: 03-10-2026

Delivery by: 10-10-2026

Payment terms: 30 days from invoice

Supplier (vendor)
Name
Address, city, PIN
GSTIN: (if registered)
State: Karnataka (29)

Deliver to
Same as above, or delivery address

#	Item / specification	HSN/SAC	Qty	Unit	Rate	Taxable value	GST %	GST	Total
1	Item with specification	XXXX	2	NOS	42,000.00	84,000.00	18	15,120.00	99,120.00
2	Installation service	XXXX	1	NOS	1,500.00	1,500.00	18	270.00	1,770.00
3
	Total					85,500.00		15,390.00	1,00,890.00

Terms: Quote this PO number on your invoice and challan. Deliver to: [address]. Invoice must show our GSTIN, HSN codes and correct GST.

Declaration / notes

For Your Business Name

Authorised signatory

What to include in a purchase order

Field	What to enter / rule
Buyer details	Your business name, address, GSTIN and contact
PO number and date	Ask suppliers to quote it on their invoice and challan
Supplier details	Name, address, GSTIN and contact person
Items	Description and specification, HSN/SAC, quantity, unit and agreed rate
GST	Expected GST rate and amount, so you can check the supplier's invoice
Delivery	Delivery date and address
Payment terms	Credit period, advance and mode of payment
Authorisation	Signature of the person approving the purchase

A purchase order is the buyer's document; GST law doesn't prescribe its format. Your input tax credit depends on the supplier's tax invoice and on the invoice appearing in your GSTR-2B, so check that the supplier's invoice matches your PO: GSTIN, HSN, rate and amounts.

Purchase order vs quotation, proforma invoice, work order and invoice

Document	Who issues it	When	Charges GST?
Quotation	Supplier	Before the order: an offer with prices	No, may show expected GST
Proforma invoice (PI)	Supplier	After the price is agreed, often to collect an advance	No, shows estimated GST
Purchase order (PO)	Buyer	To place the order	No, shows expected GST to check the invoice
Sales order	Supplier (seller's own record)	When the seller accepts and records your PO	No
Work order	Buyer	To order a job or service (civil, repair, installation) instead of goods	No
Delivery challan	Supplier	When goods move without an invoice (job work, approval)	Only where tax is payable (Rule 55)
Tax invoice	Supplier	On supply: the bill for what was delivered	Yes (Rule 46)

Need the supplier-side documents? See the quotation format and proforma invoice format.

Purchase order number format

Use a short series that tells you the year and the order: for example PO/26-27/0001, PO/26-27/0002. Keep it separate from your sales invoice series, never reuse a number, and cancel (don't delete) a PO you withdraw. Ask suppliers to print your PO number on their invoice, challan and e-way bill; matching is then a search, not a hunt.

Terms and conditions to print on a purchase order

Price basis: rates exclusive of GST, with freight, loading and packing either included or charged separately.
Invoice requirements: our GSTIN, correct HSN and GST rate, place of supply and this PO number on every tax invoice.
Delivery: date and address; the buyer may cancel or refuse goods delivered late or short.
Quality and rejection: goods are accepted after inspection; rejected goods go back at the supplier's cost against a debit note.
E-way bill: who generates it when the consignment value crosses the limit.
Payment: credit period from the date of acceptance of goods, and mode of payment. For micro and small suppliers, the agreed period can't exceed 45 days (see below).
Validity and changes: the PO lapses if not accepted within a set number of days; any change needs a revised PO.

Match the PO, goods receipt and invoice before you claim credit

When goods arrive, compare three things: the PO (what you ordered), the goods received (what actually came) and the supplier's tax invoice (what you are billed). This three-way match protects your input tax credit, because Section 16(2) of the CGST Act allows credit only if you hold the tax invoice, have received the goods or services, the invoice is in your GSTR-2B, the supplier has paid the tax and you have filed your return. If you don't pay the supplier within 180 days of the invoice date, the credit has to be reversed until you pay (second proviso to Section 16(2)).

Paying micro and small suppliers: the 45-day limit

Under Section 15 of the MSMED Act, 2006, a buyer must pay a micro or small enterprise supplier by the agreed date, and the agreed period can't exceed 45 days from acceptance of the goods or services. Without a written agreement, payment is due within 15 days. Late payment carries compound interest at three times the RBI bank rate (Section 16 of that Act), and income-tax deductions for such dues can also be affected, so ask your CA. Put the credit period on the PO so both sides know the date.

Ordering every week? In VelBooks, purchases update your stock and accounts as you record them, and you can try it free for 30 days.

How to use this format

Replace the sample text with your and the supplier's details, and give the PO a number from your PO series.
List items with specifications, quantities and agreed rates, and the expected GST.
Add the delivery date, delivery address, payment terms and the terms and conditions above.
Print or save as PDF, sign and send it to the supplier. When goods arrive, match the goods and the supplier's invoice to the PO before you pay or claim credit.

Last checked 16 October 2026. General information, not legal advice. Sources: CGST Rule 46 (supplier's tax invoice), CGST Act Section 16 (input tax credit), MSMED Act, 2006 (Sections 15–16).

Frequently asked questions

What is a purchase order?

A purchase order (PO) is a document a buyer sends to a supplier to order goods or services, with quantities, agreed prices, delivery and payment terms.

Is GST charged on a purchase order?

No. GST is charged on the supplier's tax invoice. Showing the expected GST on the PO helps you check the invoice.

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

The buyer issues the purchase order to place an order. The supplier issues the invoice to bill for what was supplied.

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

The buyer issues the PO to place an order. The supplier issues a proforma invoice, usually after the price is agreed, to show the expected bill or ask for an advance. Neither is a tax invoice.

What is a purchase order number?

A unique reference the buyer gives each PO, for example PO/26-27/0001. Suppliers quote it on their invoice and challan so goods and bills can be matched to the order.

Is a purchase order legally binding?

Once the supplier accepts it, a PO generally forms a contract on the terms it states, under ordinary contract law. This is general information, not legal advice; for high-value orders, have your terms reviewed.

Can I make a purchase order in Excel with GST?

Yes. Download the Excel version on this page: it works out taxable value, GST and totals for each line. Add your PO number series and terms before sending it.

How many days do I have to pay an MSME supplier?

For micro and small enterprise suppliers, by the agreed date, which can't be more than 45 days from acceptance; within 15 days if nothing was agreed in writing (Section 15, MSMED Act, 2006).

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