Use this when

Your business is authorizing a supplier purchase before an invoice arrives.

Then

Match the delivery and vendor invoice to this purchase order.

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Purchase Order

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PURCHASE ORDER
Document version 1.0.0


Created with FreeBusinessForms.com

Prompt for AI

Ask AI for a custom purchase order.

Copy into ChatGPT, Claude, or another assistant for a fillable version.

You are an experienced procurement and operations document designer for small businesses.

Create a purchase order a buyer can send to a vendor before an invoice arrives. It should be a numbered authorization for goods or services, with delivery details and agreed pricing so receiving and accounts payable can match the order later.

Include these sections:
- Buyer and vendor ([Purchasing business], [Buyer contact], [Vendor name], [Vendor contact])
- Order identifiers ([PO number], [Order date], [Requested delivery], [Delivery address])
- Line items ([Description], [Quantity], [Rate], [Amount]) plus [Subtotal], [Tax rate], [Total]
- Terms ([Payment terms], [Ship method], [Reference this PO on packing slip and invoice])
- Notes ([Special instructions], [Receiving contact])

Do not include Social Security numbers, full bank or payment-card numbers, routing numbers, passwords, tax ID numbers, medical details, identity documents, or protected-class information. This is an operational template, not legal, tax, accounting, payroll, collections, or employment advice.

Output a clean fillable template I can copy into a document and adapt. Use a professional tone, clearly labeled sections, and [bracketed] placeholders for every fill-in value. Close with a short practical review checklist.

Recommended books

Books for this form

Practical books that pair with this document. Links use our Amazon Associates ID.

Negotiation Genius

Deepak Malhotra and Max H. Bazerman

Helps you write a PO that reflects the deal you actually agreed, not a vague request.

View Negotiation Genius on Amazon

The Goal

Eliyahu M. Goldratt

Useful when the order is on the critical path for a job that cannot wait.

View The Goal on Amazon

Financial Intelligence for Entrepreneurs

Karen Berman and Joe Knight

Shows why matching PO, receipt, and vendor invoice keeps cash and inventory honest.

View Financial Intelligence for Entrepreneurs on Amazon

Machine access

JSON Schema

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{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "$id": "https://freebusinessforms.com/schemas/purchase-order.json",
  "title": "Purchase Order",
  "description": "Give a vendor a clear, numbered request for goods or services, delivery details, and agreed pricing.",
  "type": "object",
  "additionalProperties": false,
  "properties": {
    "business_name": {
      "title": "Purchasing business",
      "type": "string"
    },
    "business_contact": {
      "title": "Buyer contact",
      "type": "string"
    },
    "vendor_name": {
      "title": "Vendor name",
      "type": "string"
    },
    "vendor_contact": {
      "title": "Vendor contact",
      "type": "string"
    },
    "document_number": {
      "title": "PO number",
      "type": "string"
    },
    "issue_date": {
      "title": "Order date",
      "type": "string",
      "format": "date"
    },
    "delivery_date": {
      "title": "Requested delivery",
      "type": "string",
      "format": "date"
    },
    "delivery_address": {
      "title": "Delivery address",
      "type": "string"
    },
    "payment_terms": {
      "title": "Payment terms",
      "type": "string"
    },
    "tax_rate": {
      "title": "Tax rate (%)",
      "type": "number"
    },
    "notes": {
      "title": "Order notes",
      "type": "string"
    },
    "line_items": {
      "title": "Line items",
      "type": "array",
      "items": {
        "type": "object",
        "required": [
          "description",
          "quantity",
          "rate"
        ],
        "properties": {
          "description": {
            "type": "string"
          },
          "quantity": {
            "type": "number",
            "minimum": 0
          },
          "rate": {
            "type": "number",
            "minimum": 0
          }
        }
      }
    }
  },
  "required": [
    "business_name",
    "vendor_name",
    "document_number",
    "issue_date"
  ],
  "x-form-version": "1.0.0"
}