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Confirm orders with wholesalers in writing, not just by phone.
Bill formats
Purchase order format
A purchase order is what you send a supplier to confirm what you are buying, at what price and when.
When to use it
- Before a supplier dispatches goods or starts a job.
- To fix a price agreed on the phone.
- For any purchase your accountant needs to match against the supplier's bill.
What it must show
- PO number and date
- Your business name, address and GSTIN (as the buyer)
- Vendor name and address
- Items with quantity, rate and GST
- Delivery date and address
- Payment terms
- Signature
Good to know
- Ask the supplier to quote the PO number on their invoice.
- Check the supplier's GSTIN before you pay, so you can claim input tax credit.
Sample: Purchase order format
Made with our invoice generator. The businesses here are examples.
Purchase order
Buyer
Sharma Dental Care
Baner Road, Pune 411045
GSTIN: 27ABCDE1234F1Z0
State: Maharashtra (27)
Vendor
Medline Dental Supplies
Sadashiv Peth, Pune 411030
Place of supply: Maharashtra (27)
- PO no.
- 2026-27/014
- Date
- 12 Oct 2026
- Deliver by
- 27 Oct 2026
| # | Description | HSN/SAC | Qty | Rate (₹) | Taxable value | GST % | CGST | SGST | Amount |
|---|---|---|---|---|---|---|---|---|---|
| 1 | Disposable gloves, box of 100 | 4015 | 20 | ₹320.00 | ₹6,400.00 | 5% | ₹160.00 | ₹160.00 | ₹6,720.00 |
| 2 | Dental impression material 500 g | 3006 | 4 | ₹1,450.00 | ₹5,800.00 | 18% | ₹522.00 | ₹522.00 | ₹6,844.00 |
Amount in words
Rupees Thirteen Thousand Five Hundred Sixty-Four Only
- Taxable value
- ₹12,200.00
- CGST
- ₹682.00
- SGST
- ₹682.00
- Total
- ₹13,564.00
GST summary
| Rate | Taxable value | CGST | SGST |
|---|---|---|---|
| 5% | ₹6,400.00 | ₹160.00 | ₹160.00 |
| 18% | ₹5,800.00 | ₹522.00 | ₹522.00 |
Notes and terms
Deliver to Baner clinic. Payment 15 days from delivery.
For Sharma Dental Care
Authorised signatory
Make one now
Open the generator with this format picked. Print it or save it as PDF.
Who uses it
Offices and clinics
Order supplies with approval and a clear budget.
Manufacturers
Order raw material with delivery dates that fit production.
Mistakes to avoid
Not stored
The free generator builds your document for one page and keeps no copy.
Check the supplier's GSTIN
Before you pay, so you can claim input tax credit.
Keep the acceptance
An email or WhatsApp reply confirms the deal.
Check with your CA
GST rules change; confirm anything unusual before you rely on it.
Questions people ask
What is a purchase order, and what should a purchase order format include?
A purchase order is what you send a supplier to confirm what you're buying, at what price and when. Include a PO number and date, your business name, address and GSTIN as the buyer, the vendor's name and address, items with quantity, rate and GST, the delivery date and address, payment terms and a signature. Ask the supplier to quote the PO number on their invoice.
- PO number On their invoice. Easy matching.
- Price fixed In writing. No surprises.
- Deliver by Date included. Clear deadline.
- GSTIN Check supplier's. For your ITC.
Is a purchase order a legal contract?
Once the supplier accepts it, it's generally treated as an agreement on the items, price and terms. Keep the acceptance by email or WhatsApp. For large or long-running orders, a separate contract can add protection on quality, penalties and disputes, but a clear PO covers most everyday purchases.
What is the difference between a purchase order and an invoice?
The buyer sends a purchase order before delivery to say what they want to buy. The supplier sends an invoice after supplying, asking for payment. Matching the two, item by item and price by price, is how you catch wrong bills before paying them. Check every bill against its PO.
Why should the supplier quote the PO number on their invoice?
It lets your accountant match each bill to an approved order quickly. Without it, you have to compare items and prices by hand, and mistakes slip through. Many companies won't pay an invoice without a valid PO number, which keeps spending under control. Make it a standard request.
Why check the supplier's GSTIN?
You can claim input tax credit only if the supplier is properly registered and files their returns. Check the GSTIN format with the GSTIN validator and its status on the GST portal before you pay. Wrong or inactive GSTINs are a common reason for lost credit.
How should purchase orders be numbered?
Use your own series, such as PO-2026-001, separate from your sales invoices. Continuous numbers make it easy to see every order you've placed and spot any duplicates. Refer to the number in emails and WhatsApp messages with the supplier. Start a new series each financial year to keep things tidy.
What payment terms should a PO include?
State when you'll pay and how, such as 30 days from the invoice date by bank transfer, or 50% advance and the rest on delivery. Clear terms avoid awkward reminders later. Match the terms to what you actually agreed on the phone or in the quotation.
Should a PO show GST?
Yes, if you and the supplier are registered. Show the rate and amount for each item, or state that prices exclude GST. That way the invoice total won't surprise you. The supplier's tax invoice, not your PO, is the document your credit is based on.
What if the supplier can't deliver everything?
Agree in writing whether a part delivery is acceptable and when the rest will come. Mark the PO as partly fulfilled and match each delivery and invoice against it. If you cancel the remaining items, tell the supplier in writing and close the PO. Track open items on the PO.
Can I change a purchase order after sending it?
Yes, by issuing an amended PO with a revision mark or a new number, and getting the supplier to accept the change. Don't change quantities or prices only in a phone call, because the invoice may then not match anything in writing. Keep every version on file.
Do small businesses need purchase orders?
Not for every small purchase, but a PO helps for anything above a set amount or from a new supplier. It fixes the price in writing and gives you something to check the bill against. Even a simple PO sent on WhatsApp is better than a verbal order.
What is a blanket purchase order?
A blanket PO covers repeated purchases from one supplier over a period, such as monthly stationery, at agreed rates up to a total value. Each delivery is then called off against it. It saves time for regular items while keeping the price fixed. Review the rates each year.
How do I make a purchase order with the free generator?
Open the free invoice generator and choose Purchase order. Put your business as the buyer, add the vendor and the items with quantity, rate and GST, and set the deliver-by date. Print it or save it as a PDF and send it to the supplier.
Can I send a PO on WhatsApp?
Yes. Save the PO as a PDF and send it on WhatsApp, asking the supplier to reply to confirm. Their reply is a useful record of acceptance. Many Indian suppliers respond faster on WhatsApp than on email, which speeds up your orders. Save the reply with the PO.
What should I check when the goods arrive?
Compare the delivery with the PO and the delivery challan or invoice: items, quantities, condition and prices. Note any shortage or damage on the delivery note before signing. Then match the invoice to the PO before you make payment. Photos of damaged goods help settle claims with the supplier.
Is the purchase order format free?
Yes. The sample format and the free invoice generator are free with no sign-up, and nothing you type is stored. Marketiism, our paid software, includes purchase entries and stock tracking for shops that want their buying and selling in one place. Use the format as often as you need.
Want this inside your own account?
Marketiism keeps your invoice numbers, GST reports, UPI payment links and WhatsApp reminders in one place. Leave your details and we'll call to set it up for your business, or start the trial yourself.
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