Supplier
Vendor name, contact, supplier SKU, terms, and expected lead time.
Free template
Purchase order template
Download a ready-to-use CSV purchase order template with header, line-item, approval, and receiving columns, plus filled-in example rows. A useful PO makes the reorder decision traceable before anything reaches a supplier.
Best for
Operators creating reorder drafts from low-stock alerts, supplier minimums, or recurring replenishment cycles.
Not for
Complex procurement with contract compliance, multi-budget approvals, or enterprise sourcing workflows.
Download
Download the purchase order template.
A CSV with PO header and line-item columns, plus two example rows showing one PO replenishing two locations. Opens in Excel, Google Sheets, or Numbers.
Free. No email required.
Columns in the template
- PO number
- Order date
- Expected date
- Supplier
- Supplier contact
- Payment terms
- Requested by
- Approved by
- Reorder reason
- Ship-to location
- Line / SKU / Description
- Quantity / Unit / Unit cost
- Need-by date
- Received qty / date / invoice ref
Inputs
What you need
Keep the inputs practical. If the data is not trustworthy yet, use the tool to expose what needs cleanup before automation.
Line items
SKU, description, unit, quantity, unit cost, location, and need-by date.
Approval context
Requester, approver, threshold trigger, budget owner, and notes.
Receiving fields
Received quantity, received date, variance, and invoice reference.
Outputs
What you get
The useful output is a rule, template, or plan an operator can review with the team and later move into the inventory system.
Downloadable CSV
PO header and line-item columns with two filled-in example rows, ready to open in any spreadsheet.
Receiving fields built in
Received quantity, date, and invoice reference columns so the PO closes against reality.
Approval context
Requester, approver, and reorder-reason columns that make the order traceable.
Make it stick
Keep one working copy.
Email a spreadsheet around and you have five versions by Friday. Keep the source in one place and fill it from your real records.
Step 01
Put the reorder reason on the PO
A PO that says why it exists is easier to approve and audit. Include the threshold, count, or job that triggered the order.
Step 02
Keep location on every line
One PO can replenish multiple locations. If the destination is not on the line, receiving has to reconstruct intent from memory.
Step 03
Reconcile against receiving
A PO is not done when it is sent. It closes when received quantities, invoices, and inventory updates agree.
Order3 fit
Turn this free tool into a live workflow.
Order3 stores the item records, locations, counts, thresholds, scans, reports, approvals, and purchasing drafts that sit behind this one calculation or template.
Frequently asked questions
What should be included in a purchase order template?
A useful PO includes supplier, PO number, order date, expected date, line items, SKU, description, quantity, unit cost, destination location, requester, approver, terms, and receiving fields.
How is a PO different from an invoice?
A purchase order is the buyer's request to purchase. An invoice is the supplier's request for payment after goods or services are delivered. The two should reconcile against receiving records.
Can AI draft purchase orders?
Yes, but the practical pattern is draft for approval. Order3's purchasing agent can prepare reorder drafts from inventory rules and usage history, then a human reviews before anything is sent.
Related
Keep going
Move from the free resource to the use cases, features, and guides that make the workflow operational.