Free Purchase Order Templates

What is an Online Purchase Order?

An online purchase order is a financial document summarizing the purchases of goods or services that are agreed upon by both buyer and seller under certain terms and conditions.

By creating a purchase order, a company or an organization can effectively manage and track their purchase expense with minimal human error. It also helps you cut the business purchasing expenses and helps to improve the purchase order cycle.

Why is a Purchase Order Necessary?

1. Smooth Purchases:

• For Big Businesses: Purchase orders are like organized shopping lists that big companies use to keep their buying process running smoothly. They help in managing ongoing purchases from vendors.
• For Small Businesses: Smaller businesses might not use purchase orders when they start because their buying is simpler.

2. Growing Business Demands:

• As a Business Grows: When a business becomes bigger, it needs to buy more things. Purchase orders become useful because they help handle the increased demand for purchases.
• More People Involved: As businesses grow, more people join the buying process. Purchase orders help everyone involved understand what's being bought and needed.

3. Financial Accounting Efficiency:

• Getting Bigger, Getting Busier: As a business gets busier with more purchases, it becomes important to keep track of everything.
• Helps with Finances: Purchase orders make the financial side of things (like tracking expenses) easier and more efficient.

4. Transparency in Transactions:

• Clearer Communication: Purchase orders make communication between a business and its vendors clearer. It clearly outlines what is being bought, how much, and at what price.

• Transparency is Key: This transparency is important in making sure that everyone involved understands the deal and there are no misunderstandings.

• Growing Pains: Small businesses may not need purchase orders at first, but as they grow, it becomes crucial to keep purchases organized.

• Financial Friend: Purchase orders are like financial friends for businesses. They help manage money matters and make sure everyone is on the same page.

• Clear and Simple: Using purchase orders makes buying and selling more clear and simple, especially as things get busier.

hile creating a purchase order, there are a few details that should be fulfilled by every purchase order template which are as follows:

1. Purchase Order Number

   Quotation Number: Reference number from the initial quotation or proposal.

   Purchase Order Number: Unique identifier for the purchase order.

2. Order By Details

   Buyer's Name: Name of the individual or company placing the order.

   Buyer's Address: Address of the buyer's location.

   Buyer's Contact Information: Phone number, email, or other contact details.

3. Order To Details

   Seller's Name: Name of the individual or company fulfilling the order.

   Seller's Address: Address of the seller's location.

   Seller's Contact Information: Phone number, email, or other contact details.

4. Product or Service Details

   Product/Service Description: Detailed information about the products or services being ordered.

   Quantity: Number of units or amount of service required.

   Price per Unit: Cost of each unit or the total cost of the service.

   Total Cost: Total amount for each line item (quantity multiplied by price per unit).

5. Terms & Conditions

   Payment Terms: Details about when and how the payment should be made (e.g., within 30 days, via bank transfer).

   Delivery Terms: Information regarding when and how the products/services will be delivered.

   Return Policy: Conditions under which goods can be returned if necessary.

   Warranty/Guarantee: Details about any warranties or guarantees provided by the seller.

6. Additional Notes

   Special Instructions: Any specific instructions from the buyer to the seller regarding the order.

   Delivery Instructions: Any specific instructions regarding the delivery process.

   Custom Requests: Any unique requests or customization required by the buyer.

Having these elements clearly defined in a purchase order template ensures that both the buyer and the seller are on the same page regarding the terms, conditions, and specifics of the transaction, leading to a smooth and transparent business transaction.

How to create purchase order online with templates?

Creating an online purchase order using Refrens’ purchase order generator is a simple and convenient process. Here's a step-by-step guide on how to create a purchase order using templates on Refrens:

Step 1: Create a Purchase Order

Visit Refrens’ Purchase Order Generator: Go to the Refrens website and navigate to the Purchase Order section.

Fill in the Details: Enter all the necessary details such as the buyer's information, seller's information, product or service details, quantities, prices, terms, and any additional notes or instructions.

Save and Proceed: Once you have filled in all the required information, save your purchase order and proceed to the next step.

Step 2: Select a Purchase Order Template

Choose a Template Design: In this step, you will be presented with different template designs. Select from options like Professional Purchase Order, Letterhead, Business Purchase Order, or Print-friendly template.

Customize the Purchase Order Template: After selecting a template, customize it according to your preferences. You can change the colors, fonts, and headings to match your organization's branding. You can also upload your company logo and choose colors that align with your brand identity.

Review and Finalize: Review the purchase order to ensure all the details are accurate and the template looks the way you want it to. Make any necessary adjustments.

Save and Download: Once you are satisfied with the customized purchase order, save it and download the final version. You can download the purchase order in PDF format, making it easy to share with vendors and clients.

By using Refrens’ purchase order generator, you can create professional and customized purchase orders without the hassle of designing them from scratch. The templates provided allow you to maintain consistency in your purchase orders while adding a personalized touch to each transaction.

Sample Purchase Order Template

How to send a purchase order to the supplier?

To send a purchase order to the supplier using Refrens’ purchase order template, follow these steps:

Send Purchase Order via Email

• Click on the email option provided within the Refrens platform.
• Add the supplier's email address in the recipient section. The rest of the details will be pre-filled by the system.
• Edit the subject line and body of the email if necessary.
• Click on "Send" to email the purchase order directly to the supplier.

Supplier's Receipt

• The supplier will receive an email with the purchase order details.
• They can view the purchase order by clicking on the link or download it directly from the email.

Alternative Sending Options

• Download as PDF: You can download the purchase order as a PDF file and send it to the supplier via your preferred email client.
• Print: If a physical copy is needed, you can print the purchase order and send it to the supplier via mail.
• WhatsApp: If you have a business relationship with the supplier on WhatsApp, you can share the purchase order through the app.
• Share Link: Copy the link provided after creating the purchase order and share it with the supplier. They can access the purchase order by clicking on the link.

By using Refrens’ purchase order template, you can efficiently create, customize, and send professional purchase orders to your suppliers, ensuring clear communication and efficient transactions.

Refrens’ Free Purchase Order - helps you create a purchase order instantly. Make effortless transactions with your supplier and track all your purchase orders in one place. Create purchase orders, by adding all the necessary details of your vendors. Add multiple fields and columns to purchase orders as per the requirements.

If you have a global vendor, still you can make a purchase order online with multiple currencies as Refrens supports 200+ countries. Not just currencies, you can also change the number format of the purchase order to the international number system. With one click, duplicate the purchase order which eventually saves your time.

Refrens’ user-friendly and optimized interface helps you to download the purchase order in one go. Easily create, manage, and download the purchase order hassle-free. You can download it as a PDF, print it, and can also email the purchase order to your vendor. Refrens also has the feature of WhatsApp sharing the purchase order.

What are the other tools provided by the Refrens other than Purchase Order Generator?

Refrens provide almost all the tools which are essential for small businesses, freelancers, agencies to run their businesses seamlessly. Tools that include invoice generator, proforma invoice templates, quotation generator, expense management software.

Countries Supported

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