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Purchase Order Generator
Create a purchase order to send to a supplier: what you are ordering, the quantities and prices, where and when it should be delivered, and how the total is made up. Download the PDF and send it yourself — the generator does not place or confirm the order.
What are you ordering, and from whom?
None added
PO-001 · US Letter
To your business address
Address, contact, logo
Address, contact, account reference
Optional
Empty fields and sections are left off the PDF.
Document preview
See every page of your purchase order, exactly as the PDF will print it.
How the total is worked out
Line amount = quantity × unit priceSubtotal = the sum of the linesTaxable amount = taxable lines − their share of the discount (+ shipping, if taxed)Total = subtotal − discount + shipping + tax- Every amount is calculated exactly in cents (or the smallest unit of your currency) and rounded half-up, step by step.
- The discount is shared between taxable and non-taxable lines in proportion to their value. Shipping is never discounted.
- The totals on screen and on the PDF come from the same calculation, line for line.
Worked example
A cleaning business orders four supplies totalling $541.40. A 5% trade discount takes off $27.07, and $15.00 shipping is added. Tax at 10% on the discounted items and the shipping ($529.33) is $52.93, so the order total is $582.26. Select Example above to see it.
What this generator does not do
- It does not send the order, approve it, track it or update stock. Email the PDF yourself and keep a copy.
- It does not confirm the delivery date. The date on the order is your requested date; the supplier confirms the actual one.
- It does not check tax or legal requirements for your country. Use the rate and wording your accountant or supplier confirms.
- To keep track of what you have in stock and when to reorder, use the inventory and reorder spreadsheet.
Common questions
What is a purchase order?
A purchase order is the buyer’s written request to a supplier: what you want, how many, at what price, where to deliver and by when. It gives both sides a reference number to match against the delivery note and the invoice.
Does sending a purchase order mean the supplier has agreed?
No. The order is a request until the supplier accepts it. The PDF has a supplier confirmation box for acceptance and the confirmed delivery date, and says that the order is not a payment, a receipt or a record that goods were received.
How are shipping, discount and tax worked out?
The discount applies to the items only; shipping is added after it and is never discounted. Tax is charged at the rate you enter on taxable items after their share of the discount, and on shipping only if you tick “tax applies to shipping”. The PDF states which choices were made.
Which tax rate should I use?
Whatever applies to the purchase, which your supplier or accountant can confirm. The generator does not look rates up or check tax rules for your country. Leave the rate empty if no tax should be shown.
Is anything sent to my supplier or saved online?
No. The PDF is made in your browser for you to send yourself. While you work, a copy is kept in this browser tab only and removed when you close the tab or select Clear form; save a draft file to keep it.