Purchase Order Format & Template | PO Generator

Essential elements of purchase order template

Every purchase order generator should include the following essential elements:

PO Number

A unique purchase order (PO) number is crucial for record-keeping and tracking. It ensures clear communication between buyers and sellers and helps control company spending, as only approved POs result in purchases. Tracking the PO number also makes inventory management easier, providing a clear view of ordered items and expected deliveries. Additionally, PO numbers support three-way matching, ensuring that the purchase request, goods received, and billing amount all correspond, which prevents errors and fraud.

PO Date

The PO date is the date when the purchase order is issued. This helps in tracking and maintaining an organized record of procurement activities.

Order By Details

This section contains information about the buyer, including company name, address, GSTIN (if applicable), and other contact details. Properly filling this ensures accountability and transparency.

Order To Details

The seller’s details are recorded here, including the company or individual name, address, and contact information. This ensures that the order reaches the correct recipient and avoids miscommunication.

Product or Service Details

Include the name, description, quantity, and approximate rate of each product or service being ordered. Add GST rates and GST amount if applicable. The total amount is often auto-calculated in digital purchase order generators, simplifying financial tracking.

Terms & Conditions

Specify any contractual terms, delivery timelines, payment conditions, or policies related to the purchase. This protects both parties and reduces disputes.

Additional Notes

This optional section allows you to include special instructions or any extra information relevant to the order. It ensures that all important details are communicated clearly.

Create a purchase order online with Refrens purchase order format

Step 1: Visit Refrens Purchase Order Page

Start by visiting the Refrens purchase order format page. Begin filling in all essential details such as PO number, PO date, buyer and seller information, product or service details, and any additional notes. These elements are the same as those outlined in the essential elements section, ensuring your purchase order is complete and accurate.

Step 2: Choose a Design

After entering the details, customize the purchase order design to match your brand. Refrens allows you to change colors, add a company letterhead, footer, and professional templates. This ensures your purchase order not only communicates clearly but also looks polished and consistent with your brand identity.

Step 3: Review and Finalize

Before sending, review all the information carefully. Ensure that buyer and seller details, product information, and totals are correct. Once everything is accurate, you can follow your internal workflow, either sharing the purchase order directly with the seller or sending it for internal team approval before dispatch.

Step 4: Share and Track

Once finalized, Refrens allows you to share the purchase order instantly via email, download it as a PDF, or print it. You can also track the status of each purchase order to know whether it has been approved, sent, or acknowledged by the seller.

Benefits of using Refrens purchase order

1. Create POs in Seconds

Generate purchase orders instantly without worrying about formatting or manual entry. Vendor and item details auto-fill, GST is applied automatically, and your PO is ready in just a few clicks.

2. Easy Conversions

Convert a PO into a Purchase Bill, Invoice, Quotation, or Proforma Invoice with a single click. No need to re-type the same information repeatedly, saving time and avoiding errors.

3. Linked Expenditure Tracking

Every PO is connected to bills, payments, and expenses. You get a clear view of total spending, pending payments, and overall budget usage.

4. Real-Time Inventory & Accounting Sync

When items from a PO are received, your inventory updates automatically. At the same time, all related expenses flow directly into your accounting records, eliminating manual data entry.

5. Smart Reports & Insights

Track pending orders, fulfilled purchases, vendor history, and budget usage in real-time. These insights help you negotiate better deals and prevent overspending.

6. Secure & Accessible Anywhere

Refrens purchase orders are cloud-based, auto-backed up, and accessible from any device, whether desktop or mobile. No risk of losing files or corruption.

7. Free & Feature-Rich PO Generator

Refrens allows you to create purchase orders for free, adding all necessary vendor details, multiple fields, and custom columns. You can also customize the template to match your business requirements.

8. Multi-Currency & International Support

For global vendors, Refrens supports 200+ currencies and international number formats. Duplicate POs with a single click, saving time and effort.

9. Effortless Sharing & Downloads

Easily download purchase orders as PDFs, print them, or share directly via email or WhatsApp. Refrens ensures your purchase orders are accessible and professional in presentation.

Common mistakes to avoid when creating purchase orders

1. Missing Key Details

Forgetting to include product descriptions, quantities, prices, or delivery timelines can cause confusion and delays. Always ensure every essential field is completed before sending a PO.

2. Not Linking to Budgets

Creating purchase orders without checking budgets can lead to overspending. Every PO should be tied to a department, project, or cost center to maintain financial control.

3. Skipping Approvals

Sending POs without proper authorization increases the risk of unauthorized or duplicate purchases. Implementing an approval workflow ensures accountability and prevents errors.

4. Using Manual Formats (Word/Excel)

Manual spreadsheets are prone to mistakes — formulas can break, data may get lost, and version control becomes difficult. Using a digital purchase order system reduces errors with auto-calculations and built-in checks.

5. Not Tracking Vendor Performance

If purchase orders are not linked to vendor history, you may repeatedly work with unreliable suppliers. Always review past performance before issuing new orders to ensure quality and timely delivery.

6. Ignoring GST/Tax Compliance

Incorrect tax details or missing GST information can lead to reconciliation issues. Ensure every PO is compliant from the start to avoid accounting problems later.

7. Poor Record-Keeping

Storing purchase orders across multiple files or emails makes audits time-consuming. Keep all POs centralized and searchable for quick access and organized records.

Company Overview

Drivecure Healthcare is a global healthcare export company headquartered in India, with a fully owned subsidiary distribution company based in Angola. The company manages operations across multiple countries, warehouses, and currencies, requiring a cloud-based ERP solution to unify its business processes.

Business Structure

- India Entity: Export-oriented business

- Angola Entity: Local distribution with multiple warehouses

Drivecure needed a scalable, mobile-friendly platform to manage multi-currency operations (INR, USD, Kwanza) and support multi-language operations (English and Portuguese), with all documentation securely stored in the cloud.

Challenges

Drivecure’s procurement process required confirmation of stock availability from fixed vendors before purchase. With operations spanning multiple warehouses and countries, manually managing purchase orders, stock tracking, and supplier communication was inefficient and prone to errors.

Solution: Refrens Purchase Order Software

Using Refrens purchase order management software, Drivecure streamlined their procurement workflow:

1. Supplier Onboarding & PO Creation

• Vendors are fixed for the company’s requirements.

• Drivecure issues purchase orders to these vendors to confirm stock availability before making the purchase.

• The PO contains all essential details, including product descriptions, quantities, rates, delivery timelines, and GST/tax information.

2. Vendor Confirmation & Stock Tracking

• Vendors confirm stock availability via the PO.

• Any modifications are communicated directly through Refrens, avoiding delays or errors.

3. Purchase & Inventory Management

• Once stock is confirmed, the purchase is executed, and inventory is updated automatically in the system.

• Multi-warehouse tracking ensures that items in India and Angola are accurately recorded.

4. Integration & Efficiency

• POs are linked with quotations, invoices, and expense tracking for a unified workflow.

• Multi-currency support allows seamless purchases in INR, USD, and AOA.

• All documentation, including export files and tax reports, is securely stored in the cloud and accessible on mobile devices.

Results

• Faster procurement cycle with reduced manual errors.

• Real-time inventory updates across multiple warehouses.

• Clear tracking of orders, budgets, and vendor confirmations.

• Streamlined multi-country and multi-currency operations.

Refrens software suite for seamless business management

Refrens offers a complete suite of software to help businesses manage finances, sales, and procurement efficiently, all from a single platform.

Cloud Accounting Software - Track all your financial transactions in real-time, manage ledgers, expenses, and reconciliations effortlessly. With multi-entity and multi-currency support, you can monitor the financial health of your business at a glance.

Best Billing Software – Generate professional invoices in seconds, automate recurring bills, and keep track of payments. The billing software integrates with purchase orders, ensuring that your accounts reflect every transaction accurately.

Quotation Management Software – Create and send quotations to clients, manage leads, and convert approved quotations directly into invoices. This tool ensures your procurement and sales process is streamlined, and helps you respond to client requests quickly.

GST Invoicing Software – Generate GST-compliant invoices and reports easily, ensuring your tax filing is smooth and error-free. The software supports both domestic and international transactions and integrates with purchase orders and proforma invoices for full workflow management.

Refrens understands that every business has different needs, so they offer various purchase order templates to suit those needs. Here's a simple breakdown of the different templates they provide.

Professional Purchase Order Template

This template is for people who want their purchase orders to look polished and business-like. It’s like wearing a suit for a special occasion. You can easily change it to fit your needs.

Letterhead Purchase Order Template

Imagine if your purchase order had its own personalized letterhead. It’s like having your business's special stamp. You can add your company logo and choose different fonts, making your purchase order look even more professional and unique.

Business Purchase Order Template

For small business owners, entrepreneurs, and startups, this template is perfect. It’s like a friendly handshake - simple, but it gets the job done. It's straightforward and tailored to meet the needs of small businesses.

Print-friendly Purchase Order Template

This one’s like a no-fuss, straightforward template. It’s in black and white, easy to print, and won’t use up too much ink. It’s like a basic tool that does its job without any extra frills.

How to send a purchase order to the supplier?

As a professional, you must always try to send the purchase order via Email. Using our purchase order template, you can easily create a purchase order and send the PO to the vendor directly using the email option. You only need to add the email address of the vendor in the recipient section, else all the details will be pre-filled by our system. You can also edit or add the new subject line and body of the mail.

When the vendor receives the mail, get the option to view the purchase order by clicking on the button or they can directly download it from the mail. Refrens also provides other options to send the purchase order such as downloading the purchase order as PDF, printing it or you can even share through WhatsApp or sharing the link( after copying the link).

Countries Supported

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