Template of the Purchase Order

Title – “Purchase Order”.
Purchase order number (PO number) – unique reference for tracking and matching invoices.
Date of issue – when the order was created.
Buyer details – company name, registered address, contact details, and VAT number if applicable.
Supplier details – company name, address, contact details, VAT number.
Delivery address – if different from buyer’s address.
Description of goods/services – detailed line items with product codes if relevant.
Quantity – number of units ordered.
Unit price – price per item/service.
Total amount – including subtotal, VAT (if applicable), and grand total.

Payment terms – e.g. 30 days from invoice date.
Delivery terms – expected date or timeframe, shipping method.
Project code / internal reference – useful for large organisations managing multiple orders.

Formalising agreements – confirms in writing what has been ordered, at what price, and under which terms.
Legal protection – once accepted, the PO serves as a binding contract.
Budget control – helps businesses monitor spending and approve expenses.
Efficient invoicing – suppliers reference the PO number on invoices, ensuring faster processing.
Professionalism – demonstrates structured processes and builds trust with suppliers.