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Free purchase order generator

Send a purchase order your supplier can ship from

Free, with no sign-up and no email. The PO fills in as you type, with delivery terms, tax and the total in your currency, and nothing you enter leaves this page.

Tax on the order
Tax on the order

Print it, save it as a PDF from the print window, or export the lines as CSV.

What goes on it

Six parts of a purchase order

Each one answers a question the supplier would otherwise write back to ask.

Buyer and supplier

Both business names with a contact and an email at each end, so the order reaches the person who ships it and questions come back to you.

PO number and dates

One number per order, the order date and the date you need the goods. The supplier quotes the number on the delivery note and the invoice.

Where and how it ships

The delivery address, the shipping method and, for cross-border orders, an Incoterms rule with its named place.

Items with their codes

Each item with your SKU or the supplier's part number, the quantity, the unit and the unit price you agreed.

Totals and payment terms

Subtotal, tax per rate, shipping and the total, plus when you will pay, such as Net 30 from the invoice.

Who approved it

The name of the person who authorized the spend, with a signature and a date when your process asks for one.

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The buying cycle

Quote, purchase order, invoice, receipt

Six steps in the order they happen, and the paper each one leaves behind.

Quote Q-5521Linen tote bag€12.50Lead time10 days

Quote

The supplier offers prices, quantities and a lead time. Put the quote number on your PO so both sides work from the same offer.

PO-20261009-01Linen tote bag40PaymentNet 30

Purchase order

You place the order in writing. Once the supplier accepts it, the items, prices and terms on the PO are what both sides agreed.

Packing slipLinen tote bag40Cartons2

Delivery and packing slip

The goods arrive with a packing slip listing what was shipped. Count what arrived, not what was ordered, and note anything short or damaged.

Invoice 7731POPO-20261009-01Linen tote bag40

Supplier invoice

The supplier bills you for what shipped and quotes your PO number, so your team can find the order it belongs to.

Linen tote bagPO40Received40Invoice40

Three-way match

Before you pay, check that the PO, what you received and the invoice agree on items, quantities and prices. Settle any gap first.

PaidInvoice 7731Net 30StatusPaidTotal€1,376.20

Payment

Pay on the terms set on the PO, such as Net 30 from the invoice date, and file the PO with the invoice for your records.

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Before you send it

Four things that change how a PO works

Delivery terms across borders, short shipments, changes after sending and orders you repeat.

FCA Rotterdam Incoterms 20207 rules for any transport4 for sea and inland waterway

Incoterms in one line

Incoterms 2020 are 11 rules from the International Chamber of Commerce that say who arranges and pays for carriage and customs clearance, and where the risk passes from seller to buyer. Write the rule, a named place and the version. They do not set the price or when ownership passes.

  1. Ordered100
  2. Received60
  3. Backorder40

Part deliveries and backorders

Say on the PO whether you accept part deliveries. Record what arrived; the rest stays open as a backorder until it ships or you cancel it in writing.

PO-20261009-01PO-20261009-01-R1Linen tote bag 4060

Changing a PO

Once the supplier has the PO, do not edit it quietly. Send a revised PO with the same number and a revision mark, say what changed, and ask the supplier to confirm.

  1. Limit€12,000.00
  2. Release 1€3,000.00
  3. Release 2€2,500.00
  4. Left€6,500.00

Blanket purchase orders

For goods you buy again and again, one blanket PO sets the items, prices and a spending limit for a period, and each delivery is called off against it as a release.

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On Tanqory

Purchase orders inside your store admin

The generator covers one order. In your Tanqory admin, the order, the supplier and the stock it brings stay connected.

  1. PO-1001

    Supplier
    Meridian
    Ship to
    Warehouse
    Status
    Ordered

    Suppliers and purchase orders

    Under Products, Purchase Orders, pick a saved supplier, the location that receives the stock, payment terms and currency, then add products from your catalog at the unit cost the supplier quoted. How to create a purchase order

  2. Receive items

    Ordered
    40
    Received
    40
    Status
    Received

    Receive the stock where it lands

    When the goods arrive, receive the inbound transfer linked to the order. The stock is added at the destination, and the order moves to Partial, then Received.

  3. Assistant

    Reorder 40 linen totes from Meridian
    Purchase order ready
    1 line
    Your confirmation
    Needed

    The assistant works on purchasing

    Ask the AI assistant in your admin about purchasing and inventory, and it can act on them once you confirm. See the AI assistant

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Short answers

Purchase order questions

What is a purchase order?

A purchase order, or PO, is the document a buyer sends a supplier to order goods or services: what, how many, at what price, where and by when, and on what payment terms. It carries a number both sides use to track the delivery and the invoice.

Is a purchase order legally binding?

A PO is an offer to buy. In many places it becomes a binding contract once the supplier accepts it, in writing or by shipping the goods, and its terms are then what both sides agreed. The rules differ by country and by contract, so treat this as general information, not legal advice.

What is the difference between a purchase order and an invoice?

The buyer sends the PO before delivery to order goods at agreed prices. The supplier sends the invoice after shipping to ask for payment, quoting the PO number. A PO is not a bill: payment falls due on the invoice, on the terms the PO set.

How should I number purchase orders?

Use one sequence and never reuse a number, so each number finds one order. The generator suggests PO, the order date and a counter, such as PO-20261009-01, and you can type your own. A revised order keeps its number with a revision mark, such as -R1.

Who should approve a purchase order?

Someone with the authority to spend the amount: often the owner or a manager, and finance above a limit you set. Their name goes in the Authorized by line, with a signature if your process or the supplier asks for one.

What if the supplier delivers only part of the order?

Record what arrived and leave the rest open as a backorder. Pay for what was delivered and invoiced, and cancel the remainder in writing if you no longer need it.

Which currency and tax does it use?

It starts in the currency of your region and you can pick any of 45, each with its own digits. Tax is worked out once per rate on the sum of its lines, and shipping and handling is added after tax. Check how tax applies to your purchases with a tax adviser.

Is it free, and does anything I type leave the page?

It is free for as many orders as you like, with no sign-up, no email and no watermark. The PO is built here in your browser, your logo is read on your device, and nothing is stored or uploaded, so print or save it before you close the tab.

How do I save the purchase order as a PDF?

Choose Print or save as PDF, then pick Save as PDF as the printer. Only the purchase order is printed, on A4 or Letter.

How do I make a purchase order?

Enter your business and the supplier, with contacts, addresses and tax numbers, and add your logo if you have one. Choose where and when the goods should arrive, the shipping method and any Incoterms rule, then give the PO a number and add each item with its code, quantity, unit price and tax rate. Check the total, add the name of the person who authorizes the order, then print it or save it as a PDF for the supplier and export the lines as CSV for your records.

Order stock from your Tanqory admin

Raise purchase orders to saved suppliers and receive the stock at the location that needs it.

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