Updated October 11, 2026
Free purchase order template
This CSV template provides a portable starting point for documenting an approved purchase before goods or services are ordered.
Fields every purchase order needs
PO number, issue date, buyer legal name, supplier legal name, and contacts.
Description, quantity, unit, unit price, currency, discounts, tax, shipping, and total.
Location, requested date, incoterm where relevant, recipient, and acceptance instructions.
Requestor, cost center, project, budget, approver, approval date, and agreement reference.
PO reference, submission channel, billing address, required evidence, and payment terms.
Who may authorize changes, acknowledgement method, cancellation terms, and version.
Numbering and ownership
Use unique, sequential or system-generated numbers that cannot be reused. Record the accountable business owner and approver separately. Correct an issued PO through the approved amendment process rather than overwriting its history.
Filled example
For two laptops at $750 each, one $200 setup service, 6% tax, and $50 shipping, the subtotal is $1,700, tax is $102, and total is $1,852. The worked example in the builder reproduces this calculation.
Template limits
A spreadsheet does not itself enforce supplier validation, budget checks, segregation of duties, version history, matching, or delegated authority. Add those controls through approved procedures or a configured purchasing system.
Frequently asked questions
Is a purchase order a contract?
Its legal effect depends on the documents, acceptance, governing law, and circumstances. Obtain legal advice for your situation.
Should tax be included?
State applicable tax treatment and currency clearly, using current guidance and approved tax review.
Can I edit the template?
Yes. Add organization-specific fields and controls before use.