Skip to content
PDFBetter
Upload
Purchase ordersGeneral (US)Original PDFBetter template

Purchase order

For small businesses, schools and nonprofits ordering goods from a vendor. The PO gives the vendor a reference number for invoices and packing slips, sets the price, ship-by date and shipping method in writing, and shows who approved the spend.

Fields
104
Pages
3
Paper
Letter
Download blank fillable PDF

Fill it online without an account. The blank PDF is free to download and works in any PDF reader. Downloading a filled copy from the editor needs a free account — 3 downloads a month, no watermark. See plans

Reviewed

Before you start

What you need to fill it in

  • The vendor's name, address and contact, and your vendor number if you use one
  • The ship-to address and the person receiving the goods
  • Item or SKU numbers, descriptions, units and agreed unit prices
  • Requested delivery date and shipping method
  • Who requested the purchase and who approves it

What's inside

104 fields, ready to fill

  • 85Typed answersnames, addresses, descriptions
  • 3Dateschecked as real dates
  • 13Calculatedfill themselves from other fields
  • 2Choicescheckboxes, options, dropdowns
  • 1Signaturessignature and initials

5 required — the editor counts down how many are left while you fill.

Instructions

How to fill out the Purchase order

  1. 1

    Assign a PO number

    Use your next unique PO number. Vendors put it on invoices and packing slips.

  2. 2

    Fill vendor and ship-to

    Enter the vendor's details and the delivery address with a receiving contact.

  3. 3

    Set delivery terms

    Fill requested-by date, ship via and FOB terms so it is clear who pays freight and when ownership passes.

  4. 4

    List items

    Enter item number, description, quantity, unit (each, box, case) and unit price. Totals calculate.

  5. 5

    Add tax, shipping and other costs

    Enter the tax rate (zero if exempt), shipping and other charges.

  6. 6

    Approve and send

    The authorized buyer signs. Send the PO to the vendor and keep a copy to match the delivery and invoice.

Fill it online

What filling it looks like

The PDFBetter editor in Edit & fill mode: an invoice template with the bill-to details and line items typed in, and each amount calculated from quantity and unit price
  1. Edit & fill, Invite to sign and Create form are three modes of the same editor
  2. Amounts are formula fields: they calculate as you type
  3. The field navigator counts what's left and jumps to the next field

Shown with our invoice template. Sample content; names are fictional.

Written for: General (US)

This is a general-purpose template. Check that its terms and fields match your situation and any rules that apply where you use it before you rely on it.

Written by PDFBetter and last reviewed October 15, 2026. Spotted a problem? Tell us.

Purchase order: questions people ask

What is three-way matching?

Accounts payable compares the purchase order, the receiving record and the vendor invoice before paying. Clear PO lines make that easy.

What does FOB shipping point mean?

Ownership and risk transfer to the buyer when goods leave the vendor, and the buyer usually pays freight. FOB destination means they transfer on delivery.

We are tax-exempt. What do I enter?

Leave the tax rate at zero and send the vendor your exemption certificate. This is not tax advice.

Can I change a PO after sending it?

Issue a revised PO with the same number plus a revision suffix (for example 1045-R1) and tell the vendor what changed.

Ready when you are

Fill the Purchase order now — no account to start.

Download blank fillable PDF