Free Purchase Order Template, Form and Sample

What Is a Purchase Order?

A purchase order (PO) is a formal agreement that authorizes a buyer to purchase goods or services from a supplier. It outlines the items, quantities, prices, and delivery terms, creating a clear contract between both parties.

Why Keep a Purchase Order Log?

A well‑maintained PO log gives you instant visibility into every procurement transaction. It helps you:

• Track spending – know exactly how much you’ve committed.
• Prevent duplicate orders – avoid unnecessary costs.
• Manage vendor performance – compare lead times, prices, and quality.
• Facilitate audits – provide a ready‑to‑use audit trail.
• Improve cash‑flow forecasting – anticipate future payments.

Free Purchase Order Template for Excel

The downloadable Excel template below is fully editable, printable, and ready to use for any business size.

Download the template: Purchase Order Log Template (XLSX)

How to Customize the Template

1. Company header: Insert your logo, address, and contact details.
2. Vendor information: Fill in supplier name, address, and contact person.
3. Line items: Add description, SKU, quantity, unit price, and line total.
4. Tax & shipping: Enter applicable tax rates and shipping costs.
5. Total amount: The sheet automatically calculates subtotals, taxes, and the grand total.
6. Approval fields: Add signature lines for requester and approver.

Save the file as a new version for each PO to keep a historical record.

Industry‑Specific Use Cases

• Manufacturing: Track raw‑material purchases, lead times, and lot numbers.
• Professional services: Record software licences, consulting fees, and hourly rates.
• Retail: Manage seasonal inventory orders and vendor discounts.

Additional Resources for Financial Management

Pair your purchase order process with these complimentary templates and toolkits to create a complete financial workflow:

• Financial Statements Templates – ready‑to‑use balance sheets, income statements, and cash‑flow reports.
• Business Plan Template – align procurement strategy with overall business goals.
• Automated Excel Financials – streamline month‑end closing with dynamic formulas.
• Accounts Receivable Excel Template – monitor payments coming in while you manage what goes out.

Quick Implementation Checklist

Next Step

Start tracking every purchase with the free Excel PO template and strengthen your financial controls. For a full suite of financial documents, explore the Financial Statements Templates to complement your procurement workflow.