Purchase Order Templates for FREE (Word, Excel, PDF)

What is an online purchase order?

An online purchase order is a formal document used to confirm the purchase of goods or services, specifying terms and conditions agreed upon by both the buyer and seller. It serves as a crucial financial record, helping businesses manage their expenses accurately and efficiently. By using a purchase order template, companies can reduce human error, control purchasing costs, and optimize the procurement process.

Why is a purchase order important?

While many small businesses may not initially see the need for purchase orders due to their simpler purchasing process, as businesses grow, the need for a structured order management system becomes clear. Purchase orders offer multiple benefits:

Efficient tracking: They help businesses keep track of orders, payments, and deliveries, ensuring accuracy in record-keeping.

Financial control: By defining exact costs and delivery terms, purchase orders simplify financial accounting.

Transparency: Purchase orders ensure clear communication between buyers and suppliers, minimizing misunderstandings and disputes.

How does a purchase order work in the template?

Creating a purchase order template simplifies your procurement process, even for small businesses. Here’s how it typically works:

Identify product needs: The buyer determines which products or services are required.

Create a purchase order: Once the best offer is selected, the buyer generates a purchase order using the template and sends it to the vendor.

Vendor confirmation: The vendor reviews the purchase order and confirms the order or asks for adjustments if any terms aren’t feasible.

Proforma invoice: Once the order is confirmed, the supplier sends a proforma invoice containing all details such as price, quantity, and delivery schedule.

Delivery & matching: When the goods or services are delivered, the buyer verifies the delivery by matching it with the purchase order number.

Payment & invoice: Finally, the seller sends an invoice, referencing the purchase order number for easy cross-checking.

By using a purchase order template, the entire transaction becomes smooth, reducing errors and delays while keeping all parties aligned.

Key elements of a purchase order template

A well-structured purchase order template includes several key elements to ensure both parties are clear about the terms of the agreement:

Purchase order number: A unique identifier to track the transaction.

Buyer’s information: Includes the name, address, and contact details of the buyer.

Seller’s information: Includes the name, address, and contact details of the vendor.

Product or service details: Information about what’s being purchased, including quantities, descriptions, and price per unit.

Terms & conditions:

Payment terms: How and when payments should be made.

Delivery terms: When and how the products will be delivered.

Return & warranty policy: Conditions for returns or warranty claims.

These elements ensure that the purchase order is clear, precise, and comprehensive, preventing any misunderstandings between the buyer and seller.

How to create a purchase order online with templates

Creating a purchase order template online has never been easier. Here’s a step-by-step guide using Refrens’ purchase order generator:

Visit the purchase order generator: Navigate to the Refrens website and access the purchase order section.

Fill in details: Input all relevant information—buyer and seller details, product or service information, prices, and any other specific instructions.

Customize the template: Choose from various designs like professional purchase order, letterhead, or print-friendly. Personalize it with your company logo and adjust colors or fonts to match your branding.

Review & finalize: Double-check all details and the overall design. Make any necessary changes.

Download or send: Once satisfied, you can download the template as a pdf, email it directly to the supplier, or even print it for physical delivery.

Refrens’ intuitive platform allows businesses to generate purchase orders quickly, with minimal effort and customization.

Sending a purchase order to the supplier

Once your purchase order is ready, sending it to the supplier is simple:

Email the purchase order: Directly email the purchase order from Refrens by entering the supplier's email address. The system will automatically fill in the details.

Download and send: Alternatively, you can download the purchase order template as a pdf and send it through your own email client.

Other options: You can also print and mail the order or share it via WhatsApp if that's your preferred communication channel.

These multiple delivery options ensure you can send the purchase order the way that works best for you and your supplier.

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