GST purchase order
GST-registered Indian buyers: traders, shops, offices and small manufacturers placing domestic orders.
- Domestic
- GST registered
- Approval
Free templates
Purchase Order Format & Templates
A purchase order tells your supplier exactly what you are buying, at what price and on what terms, before anything is delivered. Choose a GST, raw material or international PO, fill it in here and send it as a PDF.
Choose a template
- Free, no sign-up
- Logo and currency
- PDF and print
- A4 · A5 · Letter · Legal
3 purchase order templates to customise
Each one opens in an editor on its own page. Pick the closest fit; every field can be changed.
Manufacturing purchase order
Manufacturers and fabricators buying raw materials, castings, components and consumables.
- Raw material
- Specifications
- Inspection
International purchase order
Indian importers, trading houses and manufacturers buying from suppliers abroad.
- Import
- Incoterms
- Foreign currency
How it works
How editing, PDF download and printing work
Pick a layout
Open the purchase order template that fits your use and the editor loads straight away.
Fill in the fields
Click any field to type your own details, add your logo and choose the currency. Totals update as you type.
Choose the paper size
Switch between A4, A5, Letter and Legal to match your printer or what the recipient expects.
Download or print
Save a PDF to email or share, or print directly from the browser.
Everything stays in your browser
The template is edited and turned into a PDF on your own device. Nothing you type, and no logo you add, is uploaded to a server. There is no sign-up.
Before you send it
Give every PO its own number and keep using it. Your supplier should quote it on their invoice and delivery documents, which is what lets your stores and accounts teams match the bill to the order.
Guide
When to use a purchase order
Raise a purchase order once you have chosen a supplier and agreed the price, and before the goods or services are delivered. It is written by the buyer, and once the supplier accepts it, it becomes the reference both sides work from.
Purchase order vs invoice
The purchase order comes from the buyer and says “please supply this”. The invoice comes from the supplier and says “we supplied this, please pay”. A PO is not a tax document: it does not create a GST liability and it cannot be used to claim input tax credit or to move goods.
Many businesses match three documents before paying: the PO (what was ordered), the goods receipt note (what actually arrived) and the supplier’s invoice (what is being billed). Differences in quantity or rate show up quickly when all three carry the same PO number.
Where a PO fits in the buying process
Inside a company, a purchase requisition usually comes first: a department asks for something to be bought. Purchasing then collects quotations, picks a supplier and issues the PO. The supplier may reply with an order acknowledgement or sales order, then ships the goods with its tax invoice and, where required, an e-way bill.
- Use a PO for any purchase you want approved and tracked, not just large ones.
- Change the PO formally (a revised PO or amendment) if quantity, price or dates change.
- Close the PO once everything ordered has been received and billed.
Which document is which
| Document | Issued by | What it is for | How it differs |
|---|---|---|---|
| Purchase requisition | Internal department | Asks purchasing to buy something | Internal only; the supplier never sees it |
| Quotation | Supplier | Offers prices before you order | An offer to you; the PO is your acceptance or order |
| Purchase order | Buyer | Places the order with agreed price and terms | — |
| Sales order / acknowledgement | Supplier | Confirms the supplier accepts the PO | The supplier’s mirror of your PO |
| Goods receipt note | Buyer’s stores | Records what actually arrived | Confirms delivery against the PO |
| Tax invoice | Supplier | Bills for what was supplied | The tax document; should quote your PO number |
Frequently asked questions
Is a purchase order a legal document?
A purchase order sets out the commercial terms of an order, and once the supplier accepts it, it is generally treated as part of the agreement between you. How binding it is depends on your terms and the law that applies, so take legal advice for high-value or unusual contracts.
Should a purchase order show GST?
Many buyers show the expected GST rate and amount so the total cost is clear and approvals cover the full outgo. The GST that is actually charged is decided by the supplier’s tax invoice, not by the PO.
What is the difference between the three PO templates?
The GST PO suits everyday domestic purchases where you want GSTINs, HSN codes and the CGST/SGST or IGST split shown. The manufacturing PO adds specifications, drawing references, inspection and delivery schedule fields for raw materials and components. The international PO adds currency, Incoterms, ports and shipping documents for imports.
Can I number purchase orders in my own series?
Yes. The PO number is a free text field, so you can use any series such as PO/2026-27/0042. The Invoice Number Series Generator can help you plan a consistent format.
Is my PO data stored online?
No. Everything you type stays in your browser. The PDF is created on your device and nothing is uploaded.
Is there a purchase order format in Excel?
Not here. These purchase order formats are filled in on the page and saved as PDF or printed. Totals and taxes calculate as you type, so there are no spreadsheet formulas to break.