Purchase order generator
Tell a supplier exactly what you want to buy, at what price, delivered where and when.
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Last updated 2026-10-30. Method checked 2026-10-30. Methodology
A purchase order (PO) is a document a buyer sends to a supplier to order goods or services. It lists what is being ordered, the agreed prices, the delivery address and date, and the payment terms. Once the supplier accepts it, both sides work from it, and the supplier's invoice is matched against it. This tool makes a PO with your company details and logo, a PO number, the supplier's details, a separate ship to address, line items with optional item codes, shipping, up to 2 tax lines, and notes. It handles 25 currencies, from AED and SAR to USD and EUR. It is made for small businesses, shops, restaurants, clinics, and offices that order from suppliers and want a paper trail. The order is drawn up in this browser, and the prices and supplier details you enter are not sent to us.
How to use the Purchase Order Generator
- Enter your company details as the buyer, then the supplier's name and address.
- Set the PO number and the issue date. The expected delivery date starts 14 days later, and you can change it. Tip: Same as buyer copies your own address into Ship to. Turn it off to type a site or warehouse address.
- Add line items with an optional item code, a description, quantity, unit and unit price, then the tax rate and any shipping. Tip: Switch on Tax shipping when the supplier charges tax on delivery.
- Add the shipping method, who requested and approved the order, and any terms, then download the PDF for the supplier.
Worked example
Gulf Fitout LLC in Dubai orders oak boards and hinges from Emirates Timber Trading in Sharjah. All figures are AED, with VAT at 5% and shipping that is not taxed.
| Input | Value |
|---|---|
| PO number | PO-0105 |
| Issue date and delivery date | 29 October 2026 to 12 November 2026 |
| Ship to | Site office, Jumeirah Village |
| OAK-18 Oak board 18 mm, 40 units at AED 95.00 | AED 3,800.00 |
| HNG-02 Soft close hinge, 120 units at AED 6.50 | AED 780.00 |
| VAT | 5% |
| Shipping, not taxed | AED 150.00 |
OAK-18: 40 x 95.00 = AED 3,800.00 HNG-02: 120 x 6.50 = AED 780.00 Subtotal: 3,800.00 + 780.00 = AED 4,580.00 VAT: 4,580.00 x 5 / 100 = AED 229.00 Total: 4,580.00 + 229.00 + 150.00 shipping = AED 4,959.00 With Tax shipping on: VAT = (4,580.00 + 150.00) x 5 / 100 = AED 236.50, total AED 4,966.50
- Subtotal
- AED 4,580.00
- VAT (5%)
- AED 229.00
- Shipping
- AED 150.00
- Total
- AED 4,959.00
How the order total is worked out
Line total = quantity x unit price, rounded to the smallest unit
Subtotal = sum of the line totals
Taxable base = subtotal - discount (+ shipping when Tax shipping is on)
Tax = taxable base x tax rate, for each tax line
Total = subtotal - discount + tax + shipping
Each line total is the quantity times the unit price, rounded half up to the smallest unit of the currency. The subtotal is added from the rounded lines, so the supplier can check every figure with a basic calculator. A discount, if the supplier has agreed one, comes off the subtotal before tax.
Whether shipping is taxed depends on the country and sometimes on the goods, so the tool makes it a switch rather than deciding for you. With Tax shipping off, tax is worked out on the goods only and shipping is added at the end. With it on, shipping joins the taxable base first. In the example, VAT on the goods alone is 229.00 and the total is 4,959.00. Tax shipping raises the VAT to 236.50 and the total to 4,966.50. If you switch shipping off, the shipping line is left off the PDF.
The expected delivery date starts 14 days after the issue date and moves with it until you type your own date. Lead times vary by supplier, so change it to the date the supplier has agreed. A delivery date before the issue date shows an error under the field, and the PDF waits until it is corrected.
The ship to block is switched on for a purchase order. Same as buyer copies your company name and address and keeps them in step until you edit the ship to fields yourself. The item code column, also called SKU, appears on the PDF only when at least one line has a code, so an order for services prints without an empty column. Shipping method, requested by and approved by print in the order details, and the PDF ends with an Authorized by signature line.
Currencies with letter codes, such as AED, SAR and CHF, print the code and a thin space before the amount, for example AED 4,959.00. The default terms ask the supplier to confirm the order and quote the PO number on every invoice and delivery note.
Frequently asked questions
What is the difference between a purchase order and an invoice?
A purchase order is sent by the buyer to the supplier to place an order. An invoice is sent by the supplier to the buyer to ask for payment. In a well run purchase, the PO comes first, the goods arrive with a delivery note, and the invoice quotes the PO number so the buyer can match the 3 documents before paying.
Is a purchase order a contract?
When the supplier accepts a purchase order, it usually forms a contract for the goods, prices and terms written on it. That is why the PO states everything that matters: quantities, unit prices, delivery date and address, and payment terms. Conditions such as goods must arrive in one delivery belong in the terms box, which prints above the Authorized by signature.
What should a PO number look like?
Any unique code works. A common pattern is PO, an optional year, and a running number, such as PO-0105 or PO-2026-0117. Keep one series for the whole business so the supplier can quote it on the invoice and your bookkeeper can match the two. The tool remembers the highest PO number used in this browser and offers the next one for a new order.
Can I use this for services rather than goods?
Yes. Describe the service in the item line, set the quantity to the number of hours, days or visits, and leave the item code blank. The code column only appears on the PDF when at least one line has a code. Many businesses raise a PO for consulting, cleaning or maintenance so the supplier knows the agreed budget before starting.
Do I need to show tax on a purchase order?
The PO shows the tax you expect the supplier to charge, so both sides agree on the total before the invoice arrives. If the supplier is not registered for tax, or the goods are zero rated, leave the tax line switched off or set its rate to 0. The supplier's invoice is the document that actually charges the tax.
Guides for this tool
Sources
- IRS: What kind of records should I keep checked 2026-10-30