Free template · Excel · Sales and billing
Free purchase order template for Excel
A purchase order to send to your vendors, and a PO log that shows what is on order, what has arrived and whether the bill matches what you ordered.
Purchase order template
Excel workbook (.xlsx) · 17 KB · 3 sheets
| PO # | Vendor | Order date | PO total | Received | Bill amount | Difference |
|---|---|---|---|---|---|---|
| PO-2001 | Example supplier | Oct 26, 2026 | 418.00 | No | ||
| PO-2002 | Packaging supplier | Oct 28, 2026 | 260.00 | In full | 268.50 | 8.50 |
What it is
A purchase order (PO) is the order you send a vendor: what you want, how many, at what price, and where to deliver it. When the bill arrives, you check it against the PO before paying.
This template prices the order and adds tax and shipping. The log keeps track of each PO until the goods are in and the bill is checked.
Who it's for
- Shops and online sellers reordering stock
- Contractors ordering materials for jobs
- Offices that want a sign-off before anyone spends
What's in the file
| Sheet | What it holds |
|---|---|
| Purchase order | The printable PO: vendor, ship-to, needed-by date, 15 lines with SKU, quantity and unit cost, two tax lines, shipping, total, vendor instructions and an authorization line. |
| PO log | One row per PO: received (No, Partly, In full, Cancelled), whether the bill has arrived, the bill amount, and any difference from the PO, highlighted. |
| Instructions | How to fill it in and match bills. |
How to use it
- Replace the shaded business details with your own.
- Enter the PO number, order date and the date you need the goods.
- Fill in the vendor and where to ship.
- List each item with SKU, quantity and unit cost. Mark taxable lines and set any tax rates.
- Add shipping, sign the authorization line, and send it.
- Add the PO to the PO log. Update Received when goods arrive and enter the bill amount when the bill comes in.
Pale yellow cells are for your entries; white cells calculate. Nothing is locked, so you can rename lines, add rows inside a section, or change the layout. Each file has an Instructions sheet with these steps.
Download purchase order template (.xlsx)
Questions
Does a purchase order go in my books?
No. A PO is a promise to buy, not a purchase. The entry happens when you receive the goods or the vendor's bill. That's why a PO log is useful: it tracks commitments your books don't show yet.
What is a three-way match?
Checking three documents agree before you pay: the purchase order (what you ordered), the packing slip or your receiving count (what arrived), and the vendor's bill (what they charged). The Difference column on the PO log flags bills that don't match the PO.
Should I charge tax on a purchase order?
The vendor charges the tax, not you, but showing the expected tax helps you budget and check the bill. Leave the rates at 0% if you're buying for resale with an exemption certificate, or if the vendor will work it out.
Related
- FIFO vs average cost inventory
- 1099 vendors, from W-9 to filing
- Accounting software for retail
- All free templates
General information, not tax, legal or accounting advice. Check with your accountant before relying on a template for a tax return.
AcboBooks
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In AcboBooks a purchase order stays open until it's filled, and receiving it updates your inventory.
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