Manage Purchase OrderCreate, manage, and track purchase orders effortlessly with our user-friendly interface and PO templates. Streamline your procurement process hassle-free.
Purchase Order TemplatesEnhance your brand identity with professional purchase order templates. Add your company logo and customize colors to align with your brand’s aesthetic.
Email, Share, and PrintSend purchase orders via email, share them with stakeholders, or download and print them directly from our online purchase order format. Seamless communication made simple.
CustomizationCustomize purchase orders easily by adding or hiding specific columns and fields. Tailor each purchase order to your unique requirements, ensuring precision in your records.
Record KeepingCentralize your purchase orders in one place. Keep detailed customer information organized within our online purchase order template, simplifying record-keeping and client management.
Expense ConversionConvert purchase orders to expenses with a single click. No need to create expenses from scratch; utilize existing POs for accurate financial records without extra effort.
Secure and AccessibleAccess online purchase orders securely from both mobile and desktop devices. Receive real-time email alerts for updates, ensuring you stay informed. Our SSL secured network guarantees your data's safety.
Live SupportCount on our dedicated support team, available via email and live chat. We're here to assist you every step of the way, ensuring your experience is seamless and stress-free.
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.
Is this Online Purchase Order Format really free?
Create up to 50 invoices and other documents in a year - completely free. Invoices, Quotations, Pro Forma, Expenses and more. No hidden charges.
Can I customize the purchase order format?
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.
Can I generate purchase orders with other format?
Yes. You can use multiple templates which also includes letterhead. You can also change the color and font of the purchase order form.
How is an online purchase order useful to me?
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.
Can I track my purchase order online?
Yes. You can track all your online purchase orders from the purchase order dashboard.
Is my data safe?
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.
An online 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 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 order 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 Purchase Order Works in Purchase Order Template?
Using purchase order, 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 created via any software or using any quote template with different suppliers. The buyer will definitely go with the supplier who gives you the best deals for the products.
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 PO is canceled 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.
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 payment for 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. On Refrens, you can also create invoices using invoice templates in Word and other professional-wise templates including commercial invoice templates and estimate templates.
hile creating a purchase order, there are a few details that should be fulfilled by every purchase order template which are as follows:
Purchase Order Number
Quotation Number: Reference number from the initial quotation or proposal.
Purchase Order Number: Unique identifier for the purchase order.
Order By Details
Buyer's Name: Name of the individual or company placing the order.
Buyer's Address: Address of the buyer's location.
Buyer's Contact Information: Phone number, email, or other contact details.
Order To Details
Seller's Name: Name of the individual or company fulfilling the order.
Seller's Address: Address of the seller's location.
Seller's Contact Information: Phone number, email, or other contact details.
Product or Service Details
Product/Service Description: Detailed information about the products or services being ordered.
Quantity: Number of units or amount of service required.
Price per Unit: Cost of each unit or the total cost of the service.
Total Cost: Total amount for each line item (quantity multiplied by price per unit).
Terms & Conditions
Payment Terms: Details about when and how the payment should be made (e.g., within 30 days, via bank transfer).
Delivery Terms: Information regarding when and how the products/services will be delivered.
Return Policy: Conditions under which goods can be returned if necessary.
Warranty/Guarantee: Details about any warranties or guarantees provided by the seller.
Special Instructions: Any specific instructions from the buyer to the seller regarding the order.
Delivery Instructions: Any specific instructions regarding the delivery process.
Custom Requests: Any unique requests or customization required by the buyer.
Having these elements clearly defined in a purchase order template ensures that both the buyer and the seller are on the same page regarding the terms, conditions, and specifics of the transaction, leading to a smooth and transparent business transaction.
How to create purchase order online with templates?
Creating an online purchase order using Refrens’ purchase order generator is a simple and convenient process. Here's a step-by-step guide on how to create a purchase order using templates on Refrens:
Step 1: Create a Purchase Order
Visit Refrens’ Purchase Order Generator: Go to the Refrens website and navigate to the Purchase Order section.
Fill in the Details: Enter all the necessary details such as the buyer's information, seller's information, product or service details, quantities, prices, terms, and any additional notes or instructions.
Save and Proceed: Once you have filled in all the required information, save your purchase order and proceed to the next step.
Step 2: Select a Purchase Order Template
Choose a Template Design: In this step, you will be presented with different template designs. Select from options like Professional Purchase Order, Letterhead, Business Purchase Order, or Print-friendly template.
Customize the Purchase Order Template: After selecting a template, customize it according to your preferences. You can change the colors, fonts, and headings to match your organization's branding. You can also upload your company logo and choose colors that align with your brand identity.
Review and Finalize: Review the purchase order to ensure all the details are accurate and the template looks the way you want it to. Make any necessary adjustments.
Save and Download: Once you are satisfied with the customized purchase order, save it and download the final version. You can download the purchase order in PDF format, making it easy to share with vendors and clients.
By using Refrens’ purchase order generator, you can create professional and customized purchase orders without the hassle of designing them from scratch. The templates provided allow you to maintain consistency in your purchase orders while adding a personalized touch to each transaction.
Sample Purchase Order Template
How to send a purchase order to the supplier?
To send a purchase order to the supplier using Refrens’ purchase order template, follow these steps:
Send Purchase Order via Email
Click on the email option provided within the Refrens platform.
Add the supplier's email address in the recipient section. The rest of the details will be pre-filled by the system.
Edit the subject line and body of the email if necessary.
Click on "Send" to email the purchase order directly to the supplier.
The supplier will receive an email with the purchase order details.
They can view the purchase order by clicking on the link or download it directly from the email.
Alternative Sending Options
Download as PDF: You can download the purchase order as a PDF file and send it to the supplier via your preferred email client.
Print: If a physical copy is needed, you can print the purchase order and send it to the supplier via mail.
WhatsApp: If you have a business relationship with the supplier on WhatsApp, you can share the purchase order through the app.
Share Link: Copy the link provided after creating the purchase order and share it with the supplier. They can access the purchase order by clicking on the link.
By using Refrens’ purchase order template, you can efficiently create, customize, and send professional purchase orders to your suppliers, ensuring clear communication and efficient transactions.
Refrens offers a variety of free purchase order templates catering to different needs and preferences. Here is an overview of the available templates:
Professional Purchase Order Template - This template is designed for professionals and offers easy customization options. Users can tailor the purchase order according to their requirements, ensuring a professional look and feel.
Letterhead Purchase Order Template - Enhance the professionalism of your purchase orders by using this template, which incorporates a letterhead. Users can add their company logo and choose from various font headings, giving the purchase order a polished appearance.
Business Purchase Order Template - Ideal for small business owners, entrepreneurs, and startups, this template is tailored to meet the specific needs of businesses.It provides a structured format for creating purchase orders, making the ordering process streamlined and organized.
Print-friendly Purchase Order Template - This template offers a straightforward black and white design, ensuring clarity and simplicity. It is compact and easy to print, making it suitable for those who prefer a no-frills approach to purchase orders.
These templates are designed to accommodate different preferences and business requirements, allowing users to create professional and effective purchase orders effortlessly. Users can select the template that best suits their needs and customize it according to their branding and specific details before sending it to suppliers or vendors.
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 your 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 Purchase Order Generator?
Refrens provide almost all the tools which are essential for small businesses, freelancers, agencies to run their businesses seamlessly. Tools that include invoice generator, proforma invoice templates, quotation generator, expense management software.