Purchase Order Template (Word, Excel, PDF)

Create purchase order online in Word, Excel & PDF

Easy to email, print, download purchase order templates

Purchase Order Templates
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Purchase Order Templates Word

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Purchase Order Template Word -1
Free Purchase Order Template
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Free Purchase Order Template
Purchase Order Template Word -3
Purchase Order Online
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Purchase Order Template Word
Purchase Order Template Word -5
Free Purchase Order Template
Purchase Order Template Word -6
Online Purchase Order Template

Purchase Order Templates Excel

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Purchase Order Template Excel v1
Online Purchase Order Template
Purchase Order Template Excel v2
Free Purchase Order Template
Purchase Order Template Excel v3
Online Purchase Order Template
Purchase Order Template Excel v4
Free Purchase Order Template
Purchase Order Template Excel v5
Online Purchase Order Template
Professional Purchase Order Template in Word, Excel and PDF FormatCreate Purchase Order

Features of Purchase Order Template

Create purchase order using template
Create Purchase OrderCreating, managing, and tracking purchase orders is made easy and hassle-free with Refrens' purchase order templates.
Premium Invoice Templates
Purchase Order TemplateYou can build your brand identity by using professional purchase order templates. Customize the template with your company logo and choose colors that match your brand. Tailor the purchase order template to your specific needs and requirements.
Email & track purchase order
Email & Track POEasily send purchase orders to your suppliers via email. Share or download purchase orders for your records. You can also print purchase orders using Refrens' online purchase order format.
Customization of Columns
Customize Purchase OrderRefrens allows you to customize purchase orders by adding or removing columns and fields. This flexibility ensures that your purchase orders capture all the necessary information while avoiding clutter.
Insights & Reports
Insights & ReportsManage all your purchase orders in one centralized location. Access detailed information about your customers and their purchase orders using the purchase order template. Gain valuable insights and generate reports to help you make informed decisions.
Convert purchase order to expense
Convert to ExpenseStreamline your expense management by converting purchase orders to expenses with a single click. No need to create expenses from scratch; Refrens simplifies the process.
Access From Anywhere
Easy Access & SecureAccess your online purchase orders conveniently from both mobile devices and desktop computers. Receive real-time email alerts to stay informed about your purchase orders. Rest assured, your data is secure with SSL encryption.
Live Chat Support
Live SupportRefrens offers customer support via email and live chat to assist you whenever you need help or have questions.
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Pricing of Purchase Order Template

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Frequently Asked Questions (FAQ)

A purchase order is a financial document created by you (buyer) for the vendor (seller). Purchase Order includes details like the purchase order number, product or service name, rate, quantity that buyer wants to purchase from the seller.

Create up to 15 invoices and other documents in a year - completely free. Invoices, Quotations, Pro Forma, Expenses and more. No hidden charges.

Yes. You can customize your purchase order form by adding your logo, signature, and also by adding multiple fields and columns on the purchase order form.

Yes. You can use multiple templates which also includes letterhead. You can also change the color and font of the purchase order form.

With Refrens online purchase order, you can create professional purchase orders online for free. Manage and save all your purchase orders in one place with detailed information about your vendors.

Yes. You can track all your online purchase orders from the purchase order dashboard.

Absolutely. Only you can decide who you want to share the invoices, quotations with. The documents you create are accessible only through special URLs that you share or PDFs that you download. We do not share your data with anyone for any purpose.

Essential elements of a purchase order template

Creating a well-structured purchase order template is essential for clear and efficient communication between buyers and sellers. Here are the essential elements that should be included in a purchase order template:

PO Date and Quotation Number

  • The purchase order should include the date when it was created.
  • It's beneficial to reference the quotation or quote number associated with the purchase order, if applicable, for easy cross-referencing between the two documents.

Order By Details

This section should provide information about the buyer or ordering party. Include:

  • Business name or buyer's name.
  • Contact information, including address, phone number, and email.
  • Any relevant buyer identification or reference numbers.

Order To Details

Include comprehensive details about the seller or the entity fulfilling the order. This should encompass:

  • Seller's business name.
  • Seller's contact information, such as address, phone number, and email.
  • Any seller-specific identification or reference numbers.

Product or Service Details

This is the core of the purchase order, containing details about the products or services being ordered. Include:

  • Item or service descriptions.
  • Quantities required for each item.
  • Unit prices or rates for each item.
  • Total amounts for each line item (quantity multiplied by price).
  • Subtotal for all items.
  • Taxes or additional charges, if applicable.
  • Grand total for the entire purchase order.

Terms & Conditions

Clearly outline the terms and conditions of the purchase order. This section can include information on:

  • Payment terms (e.g., net 30 days).
  • Delivery terms (e.g., shipping method, delivery date).
  • Returns and refunds policies.
  • Warranty information, if applicable.
  • Any special conditions or agreements between the buyer and seller.

Additional Notes

  • Allow space for any additional notes or comments. Buyers can use this section to provide specific instructions, special requests, or any other relevant information related to the order.

Including these essential elements in your purchase order template ensures that all necessary details are captured and that both the buyer and seller have a clear understanding of the transaction. It helps facilitate smooth and transparent business transactions and minimizes the potential for disputes or misunderstandings.

Refrens also provides free invoicing software and quotation software and e-Invoicing software for small businesses in Malaysia.

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Purchase Order Templates in Word, Excel and PDF

Purchase Order Template Word

Refrens provide purchase order templates in Word design for users who are still not yet ready to use full-fledged software for business purpose. To use these Word templates, you have to simply click on any of the Word templates that best suits your business or requirements and then follow the below simple steps:

  • If you are using a desktop to create a purchase order then you have to first download the purchase order template and then you can start editing and customizing the purchase order. And to download the PO templates. You have to click on File(from the top left corner) then click on Saves as Google Docs or you can directly choose the option to download the purchase order template. When you select the download option, you have multiple options to download from. But from all the options you can select Download in Microsoft Word (.docx) option.

  • Similar to desktop before creating the purchase order, mobile users have to download the PO template and there is a slight difference for mobile users to download the purchase order template in Word design. For mobile users, first, you have to log in to your Google account and then click on the purchase order template that you like to create and customize. Click on any of the templates above will redirect you to the template page where you can view the template and to customize and edit the template, you have to first download in Word format and for that, you have to click on the 3 dots icon at the top right corner. Click on it and you will be able to view the option “Share and Export” Then either click on “Save as Google Docs file” or choose the option “Save as” and again click on “Word (.docx)” format.

Once you download the purchase order template, it's time to fill in the required data. For instance, purchase order number, purchase order date, Order For and Order From details. After that here comes one of the most important parts and that is to fill up the item/service that you want to purchase from your vendor. Add the terms and conditions, signature and other contact information to complete the PO data.

Here Refrens has added 6 different versions or templates of purchase orders under Word design. All are different from each other and share a different purpose. Some can be used by all types of businesses, whereas some can only be used by freelancers, agencies and small businesses. Apart from this, Refrens also added a specific construction purchase order template in Word design for construction businesses and realty developers.

If you are looking to create a purchase order for only one time then using Refrens Word purchase order template is the best choice for you.

Purchase Order Template Excel

Same as Refrens Word template, you also get the option to download the purchase order template in Excel format. All the process in Excel format is exactly the same as Word format. The only advantage of having purchase orders in an Excel template is having the formulas. Calculation is one of the major benefits of Excel format which is difficult in the case of using Word format.

Downloading a purchase order template in Excel format provides several advantages, particularly when it comes to calculations and data management. Here's why an Excel purchase order template can be beneficial:

1. Automated Calculations

Excel purchase order templates allow you to set up formulas for automatic calculations, such as subtotal, taxes, and total amounts. This eliminates the need for manual calculations, reducing the risk of errors and saving you time.

2. Data Validation

Excel purchase order templates enable you to apply data validation rules, ensuring that the information entered in the purchase order adheres to specific criteria. This helps maintain data accuracy and consistency.

3. Sorting and Filtering

With an Excel template, you can easily sort and filter data to organize your purchase orders by various criteria, such as date, vendor, or product. This feature enhances data management and accessibility.

4. Conditional Formatting

You can use conditional formatting in Excel to highlight specific data based on certain conditions. For example, you can highlight overdue payments or low inventory levels, making it easier to identify critical issues.

5. Integration

Purchase order template in Excel integrates seamlessly with other Microsoft Office applications and various accounting software, making it easier to import and export data as needed.

6. Comprehensive Reporting

Purchase order template in Excel offers robust reporting capabilities, allowing you to create charts, graphs, and pivot tables to analyze your purchase order data. This can provide valuable insights into your purchasing trends and expenses.

In summary, while Word templates are suitable for creating purchase orders, Excel templates provide added functionality and efficiency, particularly when it comes to managing and analyzing data. The choice between Word and Excel templates depends on your specific needs and preferences. If you require automated calculations and data management capabilities, an Excel purchase order template may be the better choice.

Purchase Order Template Pdf

To create a purchase order template in PDF format, you have to first log in to Refrens as PDF format can only be downloaded once you have added details to the purchase order in PDF format.

Mostly on other websites, you can download the PDF format of the purchase order template and then you have to open that PDF format in the pdf editor after that only you can edit that pdf template it is not possible to edit the template which becomes cumbersome and time-consuming for you.

But in Refrens you get the pre-formatted purchase order template in PDF, you have to simply add the details in PO click on save and continue. Once the PO is created, you will get multiple options to customize the purchase order. And the customization option includes purchase order templates, colors, additional letterhead and footer.

You get the option to download the same purchase order in PDF format. If you want to send the PO to clients, you can directly mail it to the client without using Gmail or another email provider. Moreover, you can also schedule the email and WhatsApp reminder for future purposes in case you want to send the purchase order at a later date.

Refrens provides multiple purchase order templates to their users for free. For different purposes, there are different templates. Some of these are as follows:

  1. Professional Purchase Order Template:- Specially designed for professional ones. Easy to customize templates.

  2. Letterhead Purchase Order Template:- Make your purchase order more professional using letterhead. Add your company logo and choose from the different font headings.

  3. Business Purchase Order Template:- For small business owners, entrepreneurs, and startups.

  4. Print-friendly Purchase Order Template:- Simple black and white compact template.

How to send a purchase order to the supplier?

As a professional, you must always try to send the purchase order via Email. Using our purchase order template, you can easily create a purchase order and can send the PO to the vendor directly using the email option. You only need to add the email address of the vendor in the recipient section, else all the details will be pre-filled by our system.

You can also edit or add the new subject line and body of the mail. When the vendor receives the mail, get the option to view the purchase order by clicking on the button or they can directly download it from the mail. Refrens also provides other options to send the purchase order such as to download the purchase order as PDF, print it or you can even share through WhatsApp or sharing the link( after copying the link).

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Purchase Order - Meaning, Purpose and Purchase Order Templates

What is a purchase order?

A purchase order is a financial document summarizing the purchases of goods or services that are agreed upon by both buyer and seller under certain terms and conditions. By creating a purchase order, a company or an organization can effectively manage and track their purchase expense with minimal human error. It also helps you cut the business purchasing expenses and helps to improve the purchase order cycle.

Why is a purchase order necessary?

Generally, the purchase order is mostly used by mid to large-size enterprises to keep ongoing purchases smoothly from the vendors. But for small businesses, this is not the case, because of the simple purchasing habits they don’t feel to create purchase orders. But as the business grows, demand for purchase increases and more people get involved in the purchasing process.

Here the business realizes the importance of purchase orders and it also helps to make financial accounting more efficient and easier. Purchase order makes the transaction between vendors and businesses more relevant and transparent.

How does a purchase order work?

Using purchase orders, it is easy to make purchases for small businesses. It makes your purchase transaction seamlessly easy. Following is the purchase order cycle.

  • When there is a product or service requirement in the business. The buyer asks for a quotation from different suppliers. The buyer will go with the supplier who gives you the best deals for the products. By the way, if you want to create quotations you can use Refrens quotation templates to create one or you can use quotation templates in Excel.

  • The buyer then creates a purchase order using a purchase order template and sends the purchase order via email to the vendor.

  • The vendor then receives the PO and confirms whether the seller can fill the inventory of the buyer or not. If it is not possible, the seller asks the buyer to modify the PO and if the buyer refuses to do it then the PO is cancelled and the buyer finds another supplier to fulfill the order.

  • If the buyer accepts the purchase order, then the seller confirms it by sending all the necessary information which includes the product details, rate, quantity, and shipping details on the proforma invoice. The proforma invoice also includes a purchase order number so that the buyer can easily track which order has arrived. To create a proforma invoice, you can use our proforma invoice template for free.

  • Once the product has arrived, the buyer can easily match the product using the purchase order number.

  • The seller then sends the invoice to the buyer asking for the payment of the product or service delivered by the buyer. It also includes the purchase order number and proforma number so that the buyer can verify and match the order.

  • The buyer then pays the invoice as it was mutually agreed by both parties at the time of purchase order.

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How Can Electronic Signatures Simplify Purchase Order Approvals?

In today's business world, efficiency is crucial. The purchase order approval process is one area where delays can cause significant setbacks. Traditional methods often involve a lot of paperwork, back-and-forth communication, and unnecessary waiting. This is where electronic signatures come into play, making the approval process much smoother.

Steps in Purchase Order Approvals

Before exploring how electronic signatures simplify the process, let's first understand the basic steps involved in getting a purchase order approved:

1. Creating the Purchase Order:

The process starts with creating a purchase order, which lists the items or services to be bought, including prices, quantities, and terms. A purchase order template can help ensure all necessary details are included.

2. Internal Review:

Once the purchase order is ready, it goes through an internal review. Different departments, like finance or procurement, check the details to ensure everything is accurate and within budget.

3. Approval:

The next step is getting the purchase order approved by the relevant authorities. This is often where delays happen, especially if physical signatures are required.

4. Sending to Supplier:

After approval, the purchase order is sent to the supplier for confirmation. Once they agree, the order is processed. Delivery and Payment: Finally, the supplier delivers the goods or services, and payment is made according to the agreed terms.

How Electronic Signatures Help?

1. Quick Approval: Electronic signatures allow for instant approval, no matter where the approver is located. This speeds up the process and eliminates the need for physical documents.

2. Easy Integration: Refrens integrates electronic signatures directly into the system.

3. Secure and Reliable: Electronic signatures are legally binding and secure. Refrens ensures that all signatures are encrypted and verified, giving both parties peace of mind.

4. Fewer Mistakes: Manual approval processes can lead to errors, such as missing signatures or incorrect details. Electronic signatures reduce these risks by providing a clear and structured approval process.

5. Better Tracking: Refrens keeps a record of all actions during the approval process. Every step, from creation to approval, is logged and can be reviewed if needed.

How Multi-Department Approval Streamlines Purchase Orders?

Managing purchase orders effectively is essential for any business. One approach that can make a significant difference is implementing multi-department approval. This process, where multiple teams review and approve a purchase order, offers several benefits that help streamline operations.

1. Increased Accountability

With multi-department approval, each purchase order goes through various checks before final approval. Different departments, like finance and procurement, review the order from their perspectives. This process ensures that all aspects of the purchase are considered, reducing the chance of errors or unnecessary spending.

2. Error Reduction

When multiple departments review a purchase order, it minimizes the risk of mistakes. Each team brings its expertise to the table, catching potential issues that others might miss. Using a purchase order template can further reduce errors by providing a consistent format for all orders, ensuring that nothing important is overlooked.

3. Ensures Compliance

Compliance with company policies and regulations is vital. Multi-department approval helps ensure that every purchase order adheres to the required standards. This method of review helps prevent non-compliance, which could lead to fines or other penalties.

4. Streamlined Workflow

Having a clear approval process involving several departments can actually speed up the workflow. With each department knowing its role and when to act, the process becomes more efficient. Utilizing tools like a po order format makes it easy for teams to collaborate, reducing delays.

5. Better Budget Control

Multi-department approval also helps keep spending in check. By having multiple eyes on each purchase, companies can ensure that they stay within budget. The finance team can verify that the purchase is necessary and that funds are available, preventing overspending.

6. Improved Vendor Relations

Involving multiple departments in the approval process can lead to better vendor management. With input from different teams, companies can make more informed decisions about which vendors to use. A sample purchase order template can be tailored to include specific terms that align with local business practices, ensuring clarity and consistency in vendor dealings.

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What Is the Importance of Audit Trails in Purchase Order Management?

Managing purchase orders effectively is vital for any business. One key tool in this process is the audit trail. An audit trail is a detailed record that tracks every action taken on a purchase order—from creation to completion. Using a purchase order template, whether you're in Malaysia or elsewhere, can greatly benefit from having an audit trail to ensure transparency, accuracy, and efficiency.

1. Boosting Accountability and Clarity

Audit trails help maintain accountability by clearly showing who made changes to a purchase order and when. This transparency ensures that everyone involved is aware of their responsibilities, reducing the chances of errors or misunderstandings. For example, if your business uses a purchase order template Word, you can easily track every modification, helping to keep the process smooth and error-free.

2. Simplifying Compliance and Audits

For businesses, especially those operating in regions with strict regulations like Malaysia, compliance is crucial. An audit trail makes it easier to comply with legal requirements by providing a clear history of all transactions. If you're using a purchase order template, keeping a detailed record of every change can simplify both internal and external audits, saving time and minimizing stress.

3. Enhancing Efficiency

Keeping an audit trail can also improve how efficiently your business operates. By having a clear record of all purchase order actions, you can quickly identify any issues and address them promptly. This helps prevent delays and keeps everything running smoothly. Using a po order format can offer a structured way to manage orders, while the audit trail keeps everything in check.

4. Supporting Financial Accuracy

An accurate financial record is vital for any business. Audit trails support this by providing a clear, chronological record of all transactions. This clarity makes it easier to track spending, manage budgets, and prevent financial discrepancies. When using a po order template, you can maintain accurate financial records, ensuring every penny is accounted for.

5. Aiding Decision-Making

With a clear audit trail, businesses can analyze past purchase orders to understand spending habits and supplier performance. This data can inform better decision-making, whether it's negotiating better terms with suppliers or adjusting purchasing strategies to save money. An audit trail gives you the information you need to make informed decisions that benefit your business.

6. Minimizing Risk and Fraud

Audit trails also play a crucial role in minimizing risks, including fraud. By keeping a detailed record of every action, businesses can quickly detect and address any unauthorized changes or suspicious activity. This transparency discourages fraudulent behavior and helps maintain the integrity of the purchase order process. Utilizing a sample purchase order template with a built-in audit trail can provide added security and peace of mind.

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Why Choose Refrens’ Free Purchase Order Template?

Refrens’ Free Purchase Order - helps you create a purchase order instantly. Make effortless transactions with your supplier and track all your purchase orders in one place. Create purchase orders, by adding all the necessary details of your vendors. Add multiple fields and columns to purchase orders as per the requirements.

If you have a global vendor, still you can make a purchase order online with multiple currencies as Refrens supports 200+ countries. Not just currencies, you can also change the number format of the purchase order to the international number system. With one click, duplicate the purchase order which eventually saves you time.

Refrens’ user-friendly and optimized interface helps you to download the purchase order in one go. Easily create, manage, and download the purchase order hassle-free. You can download it as a PDF, print it, and can also email the purchase order to your vendor. Refrens also has the feature of WhatsApp sharing the purchase order.

What are the other tools provided by the Refrens other than the purchase order template?

Refrens provides almost all the tools that are essential for small businesses, freelancers, and agencies to run their businesses seamlessly. Tools that include invoice generator SST invoice, proforma invoice generator, contoh invoice sample, quotation generator.

Countries Supported

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