Purchase Order Generator
Fill in your company, the vendor, the ship-to address and the items, and the purchase order builds itself. Download a clean PDF or print it. Everything stays in your browser.
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How to use the Purchase Order Generator
- Enter your company (the buyer) and upload a logo if you like.
- Add the vendor and the ship-to address, or tick Same as buyer.
- Fill in the order details: PO number, dates, ship via, shipping terms and payment terms.
- List the items with SKU, quantity and unit price, then add discount, tax and shipping.
- Press Download PDF and send the purchase order to your vendor, or Print it.
What to include on a purchase order
- PO number and date: a unique number the vendor quotes on invoices and packing slips.
- Buyer and vendor details: names, addresses and contact people on both sides.
- Ship-to address: where the goods must go, if different from the billing address.
- Items: item number or SKU, a clear description, quantity, unit and agreed unit price.
- Delivery and shipping terms: required delivery date, shipping method and FOB point or Incoterm.
- Payment terms: for example Net 30 or prepaid.
- Approval: the name and signature of the person who authorized the purchase.
How the PO total is calculated
Each line amount is quantity × unit price. Then: total = subtotal − discount + tax + shipping + other charges, where tax = (subtotal − discount) × tax rate. If you tick Charge tax on shipping, shipping is added to the taxable amount, as some states and countries require.
| Item | Qty × unit price | Amount |
|---|---|---|
| Coffee beans, 5 lb | 12 × $54.50 | $654.00 |
| Oat milk, case | 6 × $38.00 | $228.00 |
| Hot cups, case | 2 × $89.90 | $179.80 |
| Subtotal | $1,061.80 | |
| Shipping | $45.00 | |
| Total | $1,106.80 |
The purchase order process
- A department raises a purchase requisition (the requisitioner).
- Purchasing issues a purchase order to the vendor.
- The vendor accepts the PO and ships the goods with a packing slip.
- The receiving team checks the delivery against the packing slip and the PO.
- The vendor sends an invoice; accounts payable matches PO, packing slip and invoice (three-way match) before paying.
Frequently asked questions
Is this purchase order generator free?
Yes. It is free with no sign-up and no watermark. The PO and the PDF are created in your browser, so your supplier and pricing details are not uploaded.
What is a purchase order?
A purchase order (PO) is a document a buyer sends to a supplier to order goods or services. It lists what is being bought, the quantities, agreed prices, delivery and payment terms. Once the vendor accepts it, it becomes a binding agreement to supply on those terms.
What is the difference between a purchase order and an invoice?
The buyer creates the purchase order before delivery to place the order. The seller creates the invoice after delivery to request payment. The invoice should quote the PO number so the buyer can match the two, often together with the packing slip (three-way matching).
What does FOB Destination or FOB Shipping Point mean?
FOB terms state when ownership and risk pass from seller to buyer. With FOB Shipping Point they pass when the goods leave the seller, so the buyer carries the risk in transit. With FOB Destination they pass on delivery to the buyer. For international trade, Incoterms such as EXW, DAP or DDP are used instead.
What does Net 30 mean?
Net 30 means the full amount is due 30 days after the invoice date. 2/10 Net 30 means the buyer may take a 2% discount if paying within 10 days, otherwise the full amount is due in 30 days.
How should I number purchase orders?
Use a unique, sequential number, for example PO-2026-1001, and never reuse one. The +1 button creates the next number and remembers the counter in your browser.
Is my purchase order saved?
The current draft and logo are stored in your browser's local storage on this device. Start new PO clears the vendor and items but keeps your company details and terms.
Are all the tools on FreeToolCabin tested for quality and accuracy?
Yes! Every tool on our site undergoes automated Q/A testing in real browser environments to ensure high precision, correct output, and zero errors. If you happen to spot a bug or have a suggestion, please contact us at [email protected] and our team will review it right away.
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