Purchase Order Template (Free Excel With PO Log)
Create a professional purchase order in minutes and track every order in a simple log.
Download the free Excel template (.xlsx)
Free. No email or sign-up needed. One Excel file, 3 sheets.
What is inside the purchase order template
A purchase order tells a vendor exactly what you want to buy, at what price and when. This template calculates the line totals and the order total, and a separate log keeps track of which orders are sent, confirmed, received or overdue.
| Sheet | What it does |
|---|---|
| Purchase Order | Buyer, vendor and ship-to details, PO number and dates, 12 item lines with code, description, quantity and unit price, subtotal, tax, shipping, other charges and order total, with terms and an authorisation line. Set up to print on one page wide. |
| PO Log | A log of up to 50 orders with date, vendor, total, expected delivery, received date and status. A summary shows the number and value of orders by status and counts overdue open orders. Overdue rows turn red. |
| Read me | Short instructions. |
Colour key: yellow cells are for your own numbers and text. Green cells calculate automatically, so leave them alone. Sample data is included so you can see how it works, and you can delete it.
How to use the purchase order template
- Enter your company details, the PO number, the order date and the delivery date.
- Add the vendor details and the ship-to address.
- List the items with code, description, quantity and unit price. Line totals calculate automatically.
- Enter the tax rate, shipping and other charges if they apply. Print the sheet to PDF to send it.
- Record the order on the PO Log sheet and update the status as it moves from Draft to Received.
Purchase order tips
- Give every PO a unique number and quote it on the vendor’s invoice.
- Agree prices and delivery terms before sending the order.
- Check delivered goods against the PO before approving payment.
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Frequently asked questions
Is the purchase order template free?
Yes. You can download it and use it without paying or signing up.
What should a purchase order include?
The PO number, date, buyer and vendor details, a description, quantity and price for each item, totals, delivery details and payment terms.
How does the PO log flag late orders?
A row turns red when the expected delivery date has passed and the order is not Received, Cancelled or Draft.
Does it calculate tax and shipping?
Yes. Enter a tax rate, a shipping amount and any other charges, and the order total updates.
Is this legal advice?
No. For contract or legal terms, ask a qualified professional.
Free template by Softotech Solutions. For educational and general use only, not financial, tax or legal advice.
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