Purchase Order Format | PO Templates in Excel, Word, PDF
Looking for GST-ready Purchase Order Formats? Get 20+ free PO templates in Word and Excel with the Vyapar App—create purchase orders, track deliveries, and manage inventory in one place.
A purchase order format is a predefined template used by buyers to place orders with suppliers formally. It outlines essential transaction details like item description, quantity, price, delivery terms, and taxes.
With Vyapar, you can generate POs using various purchase order templates, Word, and purchase order format Excel free download options—fully editable and easy to use.
Key Components of a Purchase Order Format
Purchase Order Number
A unique purchase order number is assigned to every order, enabling businesses to track multiple orders with ease. It ensures accuracy in vendor communications and smooth order processing. Using the Vyapar app, you can manage all purchase orders systematically and maintain a transparent audit trail, supporting both regulatory compliance and internal accountability.
Buyer’s Name and Logo
Every purchase order should include the business name and logo of the buyer. Typically placed at the top-left or top-right of the document, this branding element not only represents the buyer but also adds a professional touch to the transaction, making documentation clearer for both parties.
Buyer’s Address
Positioned below the business name, the buyer’s address is an essential part of any purchase order template. It helps vendors accurately record order sources and delivery preferences while also supporting location-based taxation and compliance requirements.
Seller’s Name
Including the seller’s name and complete address ensures the purchase order is directed to the correct vendor. This clarity helps avoid errors and ensures the seller acknowledges the transaction terms as laid out, improving overall order fulfillment accuracy.
Issuance Date
The issuance date is critical for validating when the order was placed. When combined with an expected delivery date, it allows sellers to plan dispatch timelines and buyers to manage inventory inflows. It ensures consistency, improves scheduling, and saves time across departments.
Delivery Location
A clearly mentioned delivery address ensures that goods or services are sent to the correct location. This field helps vendors follow exact delivery instructions, minimizes fulfillment errors, and guarantees a smoother transaction lifecycle.
Benefits of Using a Purchase Order Format in Excel, Word, PDF
Easy to Edit and Customize
Easy to Edit and Customize
A purchase order format Word download allows you to quickly modify item details, quantities, pricing, or terms before sending it to suppliers. This flexibility ensures your purchase order stays updated without the need for new templates every time.
Free and Easily Accessible Templates
Free and Easily Accessible Templates
You can find multiple free purchase order template Word files and purchase order formats in Excel free download online. These templates cater to different industries, saving time and reducing setup costs for small and medium businesses.
Clean and Professional Layout
Clean and Professional Layout
Using a PO format in Word or Excel ensures your orders appear structured and professional. A well-formatted purchase order format in Word strengthens vendor trust and reflects your brand’s attention to detail.
Printable and Shareable
Printable and Shareable
Whether it’s a purchase order word format or a purchase order format Excel, these files can be printed or sent via email and WhatsApp. It’s ideal for businesses that require both physical documentation and digital sharing.
Simple for Internal Record-Keeping
Simple for Internal Record-Keeping
A simple purchase order template in Excel or Word can be saved, duplicated, and stored for tracking past orders. It ensures better purchase tracking and minimizes errors in manual bookkeeping.
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Limitations of Using PO Formats in Word/Excel/PDF
No Inventory Tracking: Word or Excel formats are disconnected from your inventory system. You must manually update stock levels after each order, which increases the risk of errors and stockouts.
Manual Tax Calculations: You have to calculate GST, discounts, and totals manually. This not only takes time but also increases the chances of calculation mistakes that can affect your compliance and payments.
No Payment Status Updates: Standard PO formats in Excel or Word don’t track payment or delivery status. You’ll have to rely on separate records or memory to follow up on supplier payments or due deliveries.
Can’t Convert to Invoice Automatically: Once a purchase order is fulfilled, you can’t automatically convert it into an invoice in Word or Excel. You have to start from scratch or re-enter all the data into another document.
Risk of Data Loss or Version Conflicts: Managing multiple PO files manually can lead to misplaced documents or overwritten versions, especially when shared between team members. There’s no real-time backup or version control.
Benefits of Switching to Vyapar for Purchase Orders
✅ Create Purchase Orders in Seconds: With Vyapar, you can select a simple purchase order template, fill in item details, and send it instantly. No formatting issues or design effort required—just plug and go.
✅ Auto-Convert PO to Invoice: Avoid repetitive work by converting any PO into a professional invoice with just one click. All items, tax, and vendor details are carried forward automatically for accuracy.
✅ Smart Inventory Sync: Every purchase order you issue adjusts your stock levels in real time. This eliminates manual inventory updates and helps prevent overstocking or stockouts.
✅ 200+ Editable PO Templates: Get access to a wide variety of free purchase order formats in Word, Excel, and PDF. Customize with your business logo, GST fields, payment terms, and more.
✅ Multi-Device Access: Create and track POs from your desktop or mobile device—even when offline. Your data syncs automatically, so your team stays aligned at all times.
✅ Real-Time Reports: Generate detailed vendor-wise purchase reports and monitor delivery status instantly. Stay informed and make smarter decisions with every transaction.
📊 In-Depth Reports and Tracking Generate vendor-wise purchase reports, monitor due payments, and track delivery status in real-time—something you can’t do with a basic purchase order format in Excel or Word.
💬 Built-in Communication & Reminders Send POs directly via WhatsApp or email and get reminders on pending deliveries. No switching apps or losing track in email threads.
☁️ Access Anywhere, Anytime Use Vyapar on desktop or mobile—even offline. All data is backed up securely and synced across devices so you never lose track of your orders.
How to Use a Free Purchase Order Format for Your Business
Step 1: Download a Free Purchase Order Template: Choose a suitable purchase order format in Word or purchase order format Excel from trusted sources. You can get free templates from Vyapar’s format page.
Step 2: Fill in Buyer & Seller Details: Enter your company’s name, address, GSTIN, and contact details, along with the supplier’s information.
Step 3: Add Purchase Order Details: Include PO number, PO date, reference number, and expected delivery date. This makes tracking easier.
Step 4: Itemize the Goods or Services: List each item with quantity, unit rate, total cost, and applicable taxes. Excel templates can auto-calculate these for you.
Step 5: Add Terms & Conditions: Mention payment terms, delivery instructions, and authorized signatures. This creates legal clarity and avoids disputes.
Step 6: Save and Share: Save the file as PDF and email or print it for the supplier.
OR Switch to the Vyapar App for a Smarter Experience
Managing purchase orders manually is time-consuming. Here’s why Vyapar is the best alternative to Word, Pdf or Excel formats. Create Purchase Orders in Seconds with the Vyapar App
Open the Vyapar App
First, download the Vyapar App from the Play Store or official website. Log in to your business account on mobile or desktop—no complicated setup required.
Select ‘Purchase Order’ from the Menu
Tap the ‘+’ button on your home dashboard and choose “Purchase Order” from the dropdown. You don’t have to worry about layouts—Vyapar handles the formatting for you.
Auto-Fill Vendor Details
Choose an existing vendor from your saved list, or quickly add a new one with name, GSTIN, and contact info. Vyapar saves these details, so you don’t need to retype them every time.
Add Items from Inventory
Pick items directly from your inventory. Vyapar auto-fills item names, HSN codes, quantities, rates, and applicable taxes—calculating totals in real time.
Add Notes, Terms, and Approvals
You can add payment terms, delivery instructions, or custom notes for vendors. Add your digital signature for official approval and better professionalism.
Save, Print, or Share Instantly
Finalize and save the PO. You can instantly send it via WhatsApp, Email, or SMS, or choose to print or download the purchase order in PDF format for records.
Highlights of PO Format in Excel, Word & PDF
Simple Purchase Order Format
Using a simple purchase order format download by Vyapar makes it easier to create a PO that simplifies the process of collecting quotes from multiple sellers. This is especially useful for businesses that have long and detailed requirements for a single order.
Often, the goods or services required are not available with every vendor, so buyers have to reach out to several sellers for quotes. Repeating the same information to each seller manually can be time-consuming and frustrating.
Instead of repeating details, buyers can use a simple purchase order template that includes all the essential information sellers need to provide quotes. This saves time and ensures consistency in communication.
Purchase Order Format for Machinery
A purchase order for machinery is used by buyers to confirm the quantity and pricing of machinery to be supplied. It includes descriptions of the required machines and quantities. A professional machinery purchase order format should always include:
Buyer’s name and address
Seller’s details
Quote number
Description of machines and quantities
Issuance date
Delivery location
These fields ensure clarity between the buyer and supplier.
Sample Invoice Format in PDF
Get the best sample invoice formats from Vyapar and use them for invoicing your customers for free. The PDF sample invoice formats come with fully customisable formatting, allowing you to add fields to meet unique business requirements.
Further, sample invoices are available for all industries. So, you can choose any sample invoice format you find in line with your business needs. You can add a business logo, replace colours and fonts, and provide a personalised experience to your customers.
Using the PDF formats as a sample, you can include all billing requirements to automate your customers’ invoicing experience.
Simple Invoice Format in PDF
You can simplify your invoicing management using PDF invoice formats by Vyapar. Our fully customisable simple invoice formats help you create a simple invoice within 2 minutes. Simple invoices will help you improve the invoicing process and provide a better customer experience.
The sample formats for invoices help include all the required information in a transaction. It ensures that you can provide a professional invoice without making too many complicated changes in invoice formats.
The reason why businesses prefer a simple invoice format is that it provides a seamless invoicing experience. Also, it looks plain and simple while being professional, helping build a positive brand image.
SAP Purchase Order Format
An SAP purchase order format is used to create structured POs that streamline communication between departments or external vendors. This format defines how data and text are placed in the PO, ensuring the purchase order can be printed or shared through proper communication channels.
Its main purpose is to establish the format and content of purchasing documents, helping ensure that the right information is conveyed in the correct layout.
Pharmacy Purchase Order Format
A pharmacy purchase order format is used to request medicines or regulated substances in the pharmaceutical industry. Since it deals with controlled products, the document must be legally sound and authorized.
The pharmacy PO must be in writing and signed by the buyer before being handed to the supplier. It is a crucial part of buying medications or health supplies from licensed sellers.
Purchase Order Format for Software Purchase
When buying software, using the right purchase order format helps communicate your business needs accurately. Vyapar’s professional PO templates allow you to include all necessary software details—ensuring clarity and speeding up the quote process.
By creating a software PO with Vyapar’s format, you eliminate redundancy and gain better visibility into your purchase requirements.
Purchase Order Format for Solar Systems
Retailers or installers use solar system purchase order formats to procure systems from suppliers. Whether you’re a retailer, wholesaler, or distributor, Vyapar lets you customize a PO to include recurring details like your logo, colors, and GST data.
Track orders, manage deliveries, and stay organized using Vyapar’s solar system PO formats, designed to give you full control over the procurement process.
Company Purchase Order Format
A company purchase order format helps buyers present a detailed list of goods or services they want to procure. While not legally binding, it formalizes the transaction and communicates specific demands clearly.
This format is useful for businesses placing bulk or frequent orders. Rather than explaining details repeatedly to every vendor, you can use a structured purchase order to streamline communication and simplify order management.
Fabric Purchase Order Format
A fabric purchase order format serves as a commitment from the buyer to pay for specified fabric products. It includes fabric details like type, cost, size, quantity, and delivery location.
With Vyapar, creating a PO for fabric is as easy as entering the vendor and order details into the fabric purchase order template, clicking “Submit,” and downloading the ready-to-send document.
Purchase Order Format for Air Conditioner
When businesses order air conditioners, issuing a proper PO ensures clarity on quantity, specifications, and pricing. Vyapar provides multiple customisable AC purchase order templates you can edit in Excel, Word, or PDF formats.
These templates are easy to fill, printable in any size, and help you send accurate order documents quickly to your vendors.
Sample Purchase Order Format
A sample purchase order format acts as a professional reference for creating final POs. Buyers use this document to outline the products they wish to order from the seller.
Although it’s not a legally binding contract, a sample PO format includes all necessary transactional details to make it look formal. Fields to include are:
PO number
Buyer’s business logo
Buyer’s and seller’s name and address
Issue date
Delivery location
Purchase Order Format in Excel
Purchase order format Excel free download india is an excellent choice when you want to work with a spreadsheet. Press the icon located at the top-left corner of the screen once you’ve opened a new document in Excel. From the list, select “new” and “Purchase Orders.”
Various template options are available; choose the one that aligns with your business needs. To begin, click on the selected template, then input the purchase order details such as your company name, slogan, logo, and more.
You can save the template to save time, so you won’t have to enter your company’s address and other details repeatedly. Vyapar has all the purchase order template excel free download available here.
Purchase Order Format in Word
Microsoft Word has in-built purchase order templates. Making purchase orders with a po format in word is effortless in a few simple steps. Firstly, open the Word document and choose a new template. You can select any template that fits your business needs.
Download the purchase order template word free download of your choice and customise it. The purchase order format word will contain tables that aren’t visible until you make them. Select the “View Gridlines” option from the tables and tool menu.
Now that the purchase order format in Word is prepared, you can include your company logo and other specifics such as quantity and price of goods. Save the blank template for future use to save time.
Purchase Order Format PDF
The PDF format is the most convenient way to send and receive purchase orders. Convenience is the primary reason why most business owners prefer PDFs.
You may create a PDF purchase order with Vyapar in two easy steps. Firstly, you need to download the template that suits your business needs. And lastly, Customise your company’s logo and add the order details.
With the help of the easily accessible app Vyapar, you can quickly convert purchase orders and share them with your customers. Generate purchase orders for your clients by visiting the website, selecting a template, and downloading the file.
The free purchase order format Word download from Vyapar helped me streamline vendor orders and reduce manual errors. Later, I switched to the app for automatic invoicing, inventory sync, and real-time PO tracking. It’s much more efficient than the old purchase order format India style I used to follow.
Rahul Patil
Garment Retailer
My go-to app for PO formats
Earlier, I used a simple purchase order template in Excel, but Vyapar’s smart system and purchase order template Excel free download options now save me hours. I track every order, delivery update, and payment status without switching formats—Vyapar has everything covered.“
G2
Anjali Singh
Electronics Distributor
Billing in PO format just got smarter
With Vyapar’s customizable purchase order format Word and Excel integration, I no longer worry about missing PO numbers or mismatched orders. It helps me maintain a clean purchase order form template with full vendor history and tax details.
Neeta Deshmukh
Furniture Manufacturer
Perfect PO invoice solution for solo business owners
I started with a purchase order template Excel free download, but it lacked automation. Vyapar’s purchase order template Word with built-in stock sync and reminders simplified large-scale purchases and helped me track approvals in real time.
Capterra
Rajeev Mehta
FMCG Retailer
Easily Create PO for bulk orders
The traditional purchase order format India I used in Word was hard to manage with so many vendors. Vyapar’s advanced purchase order template Excel features and real-time updates gave me control and visibility across every PO.
Meenal Joshi
Beauty Products Wholesaler
From PO to Invoice — Vyapar made it seamless
I tried various simple purchase order template files in Word and Excel, but Vyapar gave me everything I needed—from order creation to automatic billing—all in one app. It’s a complete purchase order form template solution for modern businesses.
Frequently Asked Questions (FAQs’)
What is the best free purchase order format?
A po format is used to place an order, while an invoice is issued to request payment. With Vyapar, you can auto-convert POs to invoices.
Is Vyapar’s purchase order form customizable?
Yes. You can add your logo, T&Cs, signature, and more using free purchase order template word or in-app templates.
Why is a Purchase Order Important for Businesses?
A purchase order helps record agreements, avoids confusion, and ensures smooth transactions. Using formats like purchase order format in Word or Excel improves accuracy and tracking.
What Are The Different Types of Purchase Order Templates?
Templates include purchase order format Excel, Word, LPO format, and simple purchase order templates. Vyapar offers 200+ free customizable formats for all business types.
Can I track purchase orders with Vyapar?
Absolutely. Vyapar logs and organizes every purchase order formate by vendor, date, or PO number for easy follow-up and reporting.
Can I Get Free Purchase Order Templates in Excel from Vyapar?
Yes, Vyapar offers a free purchase order format in Excel, Word, and PDF. These are fully customizable and suited for all types of businesses.
Can I send purchase orders in Excel, Word, and PDF formats?
Vyapar can help you create your purchase orders in Image and PDF formats. You can easily create and print them in your preferred paper size, then send the edited file to the seller.
What is the cost of using the Vyapar app to create purchase orders?
You need not pay anything to create a PO using the Vyapar app. You can access the tool anytime at no additional cost. Further, you can try out premium features for free for a 7-day trial period. Using them, you can make your bills unique.
Is the Vyapar app available for iOS devices?
No. The Vyapar app is not available on iOS devices. You can use the Vyapar app on MacBook, Android smartphones, and Windows desktop computers.
What is a standard PO?
A Standard Purchase Order (PO) is used when the buyer knows the exact item, quantity, price, and delivery terms. It’s ideal for one-time, clearly defined purchases.
What are the four types of PO?
The four different types of PO include: Standard Purchase Order, issued when the customer confirms purchase order details like item, price, delivery schedule, and payment terms.
Contract Purchase Order: It is generated for a specific period (often a year), where precise antedating of item, pricing, quantity, etc., is impossible. In such cases, the potential buyer can raise a contract PO, which becomes a legal contract upon acceptance.
Blanket Purchase Order: It is generated when the item is known, but the quantity and required delivery schedules are unknown. There can be multiple delivery dates against a blanket PO. They are often issued in large quantities with exceptional discounts.
Planned Purchase Order: The buyer issues it for a planned purchase expected over a long duration, where the delivery schedule is unknown in advance. The supplier is given tentative delivery dates as the actual ones are uncertain. Advanced notice about the item, pricing, and quantity is provided to the seller.
How do you format a purchase order in Excel?
Excel helps you to format a purchase order in Excel. A typical purchase order format looks like: 1. Purchase Order Number 2. Name and Logo of Buyer 3. Address of Buyer 4. Name of the Seller 5. Issuing Date 6. Delivery Location 7. List of Products/Services (including item ID, quantity, price) 8. Subtotal & Grand Total Amount So, with these elements, you can create a purchase order format within the Vyapar app itself. At Vyapar, we do offer you free downloadable purchase order templates in excel. We even offer you the opportunity to customize the template as per your requirement.
How do you create a PO in Word?
Leverage a Template (Optional): Word might offer built-in purchase order templates. Explore the “New” or “Search Templates” options within Word to see if any pre-made formats suit your needs. Manual Creation: If no templates are available or you prefer customization, follow these steps: Header: Insert a header and include your company name and logo on one side. On the opposite side, add fields for Purchase Order number, Date, and Vendor details (name and address).
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