Excel Purchase Order Template — Download in .xls Format

Why use a purchase order?

A purchase order (PO) is a commercial document that serves several key purposes:

1. Secure transactions: A purchase order provides written proof of the transaction, detailing the products or services ordered, quantities, prices, and payment terms. This helps protect both parties in the event of a dispute.
2. Track orders: Purchase orders allow companies to track ordered products and services, manage inventory, plan operations, and analyze spending.
3. Improve efficiency: By implementing a purchase order creation process, companies improve the accuracy and efficiency of their commercial transactions.

Required fields in a purchase order

A purchase order must contain certain key information to be valid. Here are the fields included in our free template:

1. Company information: company name, address, tax ID, VAT number.
2. Supplier information: name, address, contact details.
3. Order details: list of products or services, quantities, unit prices (ex. tax), any discounts, subtotal and total (inc. tax).
4. Payment terms: payment deadline, payment method, late payment penalties.
5. Date and signature: the purchase order must be dated and signed by the authorized person.

How to customize this purchase order template?

Our free purchase order template is fully customizable to suit your company. You can add, remove, or modify fields as needed.

To create an effective purchase order, we recommend including fields for product reference numbers, desired delivery dates, and delivery terms. Then fill in the fields with your order details and send it to your supplier.

What is the difference between a purchase order and a purchase requisition?

A purchase requisition (PR) is an internal document that expresses a need before any purchase. It is issued by an employee and must be approved by a manager. A purchase order (PO) is an external document, sent to the supplier after approval, which formalizes the purchase commitment. The purchase requisition always precedes the purchase order in a structured procurement process.

Digitize your purchase orders with Weproc

While an Excel template is a good starting point, it quickly shows its limits as order volume grows: no real-time tracking, risk of data entry errors, manual approval workflows. Weproc digitizes the entire cycle: purchase requisition, approval, automatic purchase order generation, receipt, and invoice matching — all in one collaborative tool.