[{"data":1,"prerenderedAt":482},["ShallowReactive",2],{"document-purchase-order--excel-D1410":3},{"document":4,"label":24,"preview":11,"thumb":25,"thumb600":26,"description":5,"descriptionCustom":6,"apiDescription":5,"pages":8,"extension":10,"parents":27,"breadcrumb":31,"related":39,"customDescModule":178,"customdescription":6,"mdFm":179,"mdProseHtml":481},{"description":5,"descriptionCustom":6,"label":7,"pages":8,"size":9,"extension":10,"preview":11,"thumb":12,"svgFrame":13,"seoMetadata":14,"parents":16,"keywords":23},"Your Company Name PURCHASE  Your Company Slogan ORDER  Address  City, State ZIP  Phone 123.456.7890   Fax 123.456.7891  The following number must appear on all related  correspondance, shipping papers, and invoices:  P.O. NUMBER: 100  To: Ship To:  Name Name  Company Company  Address Address  City, State ZIP City, State  ZIP  Phone Phone  P.O. DATE REQUISITIONER SHIPPED VIA F.O.B. POINT  QUANTITY UNIT UNIT PRICE TOTAL  -$                     -$                     -$                     -$                     -$                     -$                     -$                     -$                     -$                     SUBTOTAL  -$                     TAX RATE  8.60%  SALES TAX  -                       SHIPPING & HANDLING  -                       OTHER  -                       TOTAL  -$                     AUTHORIZATION     2.   Enter this order in accordance with the prices, terms,           delivery method, and specifications listed.     3.   Please notify us immediatel",null,"Purchase Order - Excel","1",125,"xls","https://templates.business-in-a-box.com/imgs/1000px/purchase-order---excel-D1410.png","https://templates.business-in-a-box.com/imgs/250px/1410.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#1410.xml",{"title":15,"description":6},"Purchase Order - Excel Format - Template & Sample Form | Biztree.com",[17,20],{"label":18,"url":19},"Sales & Marketing","/templates/sales-marketing/",{"label":21,"url":22},"Bids & Quotes","/templates/bids-quotes/","purchase order  excel","Purchase Order - Excel Template","https://templates.business-in-a-box.com/imgs/400px/1410.png","https://templates.business-in-a-box.com/imgs/600px/1410.png",[28,17,20],{"label":29,"url":30},"Templates","/templates/",[32,33,36],{"label":29,"url":30},{"label":34,"url":35},"Finance & Accounting","/templates/finance-accounting/",{"label":37,"url":38},"Purchasing & Accounts Payable","/templates/purchasing-and-accounts-payable/",[40,45,49,53,57,61,65,69,73,77,81,85,89,105,121,135,146,162],{"label":41,"url":42,"thumb":43,"extension":44},"Purchase Order","/template/purchase-order-D1411","https://templates.business-in-a-box.com/imgs/250px/1411.png","doc",{"label":46,"url":47,"thumb":48,"extension":44},"Purchase Order Letter","/template/purchase-order-letter-D106","https://templates.business-in-a-box.com/imgs/250px/106.png",{"label":50,"url":51,"thumb":52,"extension":44},"Work Order Form","/template/work-order-form-D13895","https://templates.business-in-a-box.com/imgs/250px/13895.png",{"label":54,"url":55,"thumb":56,"extension":44},"Inability to Fill Purchase Order","/template/inability-to-fill-purchase-order-D1100","https://templates.business-in-a-box.com/imgs/250px/1100.png",{"label":58,"url":59,"thumb":60,"extension":44},"Cancellation of Purchase Order for Late Delivery","/template/cancellation-of-purchase-order-for-late-delivery-D1048","https://templates.business-in-a-box.com/imgs/250px/1048.png",{"label":62,"url":63,"thumb":64,"extension":44},"Request for Information in Advance of Purchase Order","/template/request-for-information-in-advance-of-purchase-order-D1075","https://templates.business-in-a-box.com/imgs/250px/1075.png",{"label":66,"url":67,"thumb":68,"extension":44},"Shipment Schedule Acknowldgement of Purchase Order","/template/shipment-schedule-acknowldgement-of-purchase-order-D1128","https://templates.business-in-a-box.com/imgs/250px/1128.png",{"label":70,"url":71,"thumb":72,"extension":44},"Return of Purchase Order and Demand for Advance Payment","/template/return-of-purchase-order-and-demand-for-advance-payment-D236","https://templates.business-in-a-box.com/imgs/250px/236.png",{"label":74,"url":75,"thumb":76,"extension":44},"Letter_Purchase Order Issued on Acceptance of Delivery Date","/template/letter_purchase-order-issued-on-acceptance-of-delivery-date-D1408","https://templates.business-in-a-box.com/imgs/250px/1408.png",{"label":78,"url":79,"thumb":80,"extension":44},"Service Quote","/template/service-quote-D13774","https://templates.business-in-a-box.com/imgs/250px/13774.png",{"label":82,"url":83,"thumb":84,"extension":10},"Credit Memo - Excel","/template/credit-memo--excel-D260","https://templates.business-in-a-box.com/imgs/250px/260.png",{"label":86,"url":87,"thumb":88,"extension":10},"Sales Invoice - Excel","/template/sales-invoice--excel-D382","https://templates.business-in-a-box.com/imgs/250px/382.png",{"description":90,"descriptionCustom":6,"label":91,"pages":8,"size":92,"extension":44,"preview":93,"thumb":94,"svgFrame":95,"seoMetadata":96,"parents":97,"keywords":103,"url":104},"Invoice Company: Complete Address: ______________________________________________________ Phone:_________________ Fax: ________________ Email: _____________________ INVOICE #: _____________ DATE: ________________ Bill to: Address: _______________________________________ City: __________________________________________ State/Province: ___________ Zip/postal code__________ Country: ________________ Phone: _________________ Fax: __________________ Email: _________________________________________ Ship To:","Commercial Sales Invoice",42,"https://templates.business-in-a-box.com/imgs/1000px/sales-invoice-D383.png","https://templates.business-in-a-box.com/imgs/250px/383.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#383.xml",{"title":6,"description":6},[98,100],{"label":34,"url":99},"finance-accounting",{"label":101,"url":102},"Invoices & Receipts","invoice-receipt","sales invoice","/template/sales-invoice-D383",{"description":106,"descriptionCustom":6,"label":107,"pages":8,"size":108,"extension":44,"preview":109,"thumb":110,"svgFrame":111,"seoMetadata":112,"parents":114,"keywords":113,"url":120},"[DATE] [CONTACT NAME] [ADDRESS] [ADDRESS 2] [CITY, STATE/PROVINCE] [ZIP/POSTAL CODE] SUBJECT: please let me know if your still considering us Dear [Contact name], It's been some time since we quoted you on a [Product/service] for your business. So I have one favor to ask.","Inquiry About Last Quotation",513,"https://templates.business-in-a-box.com/imgs/1000px/inquiry-about-last-quotation-D1264.png","https://templates.business-in-a-box.com/imgs/250px/1264.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#1264.xml",{"title":113,"description":6},"inquiry about last quotation",[115,117],{"label":18,"url":116},"sales-marketing",{"label":118,"url":119},"Sales Proposals","sales-proposals","/template/inquiry-about-last-quotation-D1264",{"description":122,"descriptionCustom":6,"label":123,"pages":8,"size":108,"extension":44,"preview":124,"thumb":125,"svgFrame":126,"seoMetadata":127,"parents":129,"keywords":128,"url":134},"CREDIT NOTE CREDIT NOTE NUMBER: [Unique Credit Note Number] INVOICE NUMBER: [Related Invoice Number] DATE OF INVOICE: [Date of Related Invoice] [YOUR COMPANY NAME] [YOUR COMPANY ADDRESS] [CITY, STATE, ZIP CODE] [DATE] [CUSTOMER NAME] [CUSTOMER ADDRESS] [CITY, STATE, ZIP CODE] ","Credit Note","https://templates.business-in-a-box.com/imgs/1000px/credit-note-D13639.png","https://templates.business-in-a-box.com/imgs/250px/13639.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13639.xml",{"title":128,"description":6},"credit note",[130,133],{"label":131,"url":132},"Credit & Collection","credit-collection",{"label":131,"url":132},"/template/credit-note-D13639",{"description":136,"descriptionCustom":6,"label":136,"pages":8,"size":108,"extension":10,"preview":137,"thumb":138,"svgFrame":139,"seoMetadata":140,"parents":142,"keywords":141,"url":145},"Small Business Expense Report","https://templates.business-in-a-box.com/imgs/1000px/small-business-expense-report-D13396.png","https://templates.business-in-a-box.com/imgs/250px/13396.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#13396.xml",{"title":141,"description":6},"small business expense report",[143,144],{"label":131,"url":132},{"label":131,"url":132},"/template/small-business-expense-report-D13396",{"description":147,"descriptionCustom":6,"label":148,"pages":8,"size":149,"extension":44,"preview":150,"thumb":151,"svgFrame":152,"seoMetadata":153,"parents":154,"keywords":160,"url":161},"RECEIPT IN FULL ","Receipt",28,"https://templates.business-in-a-box.com/imgs/1000px/receipt-D395.png","https://templates.business-in-a-box.com/imgs/250px/395.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#395.xml",{"title":6,"description":6},[155,156,159],{"label":34,"url":99},{"label":157,"url":158},"Business Loans","business-loan",{"label":34,"url":99},"receipt","/template/receipt-D395",{"description":163,"descriptionCustom":6,"label":164,"pages":8,"size":108,"extension":44,"preview":165,"thumb":166,"svgFrame":167,"seoMetadata":168,"parents":170,"keywords":169,"url":177},"Vendor Evaluation Use this form to evaluate the overall performance of vendors you are currently working with or plan to work with. Include all information associated with the vendor. Then, apply a strength factor, 5 being the strongest, to each item you evaluate. Total each column once you conclude the evaluation. Add up the columns to arrive at a total. Compare that total against the totals of similar vendors to gauge the vendor's performance. Date: Prepared By: Evaluation # Title: ","Vendor Evaluation","https://templates.business-in-a-box.com/imgs/1000px/vendor-evaluation-D108.png","https://templates.business-in-a-box.com/imgs/250px/108.png","https://templates.business-in-a-box.com/svgs/docviewerWebApp1.html?v6#108.xml",{"title":169,"description":6},"vendor evaluation",[171,174],{"label":172,"url":173},"Business Plan Kit","business-plan-kit",{"label":175,"url":176},"Administration","business-administration","/template/vendor-evaluation-D108",false,{"seo":180,"reviewer":192,"legal_disclaimer":178,"quick_facts":196,"at_a_glance":198,"personas":202,"variants":227,"glossary":254,"fields":285,"how_to_fill":331,"common_mistakes":367,"faqs":384,"industries":409,"comparisons":426,"diy_vs_pro":441,"educational_modules":454,"related_template_ids_curated":457,"schema":468,"classification":470},{"meta_title":181,"meta_description":182,"primary_keyword":183,"secondary_keywords":184},"Purchase Order Template (Excel) (Free Word)","Free Excel purchase order template to authorize purchases from suppliers. Trusted by companies in USA, Canada, UK, Australia, and 190+ countries. Free Word and PDF download.","purchase order template excel",[185,186,187,188,189,190,191],"purchase order form excel","free purchase order template","purchase order template download","po template excel","purchase order form template","simple purchase order template","business purchase order excel",{"name":193,"credential":194,"reviewed_date":195},"Bruno Goulet","CEO, Business in a Box","2026-05-02",{"difficulty":197,"legal_review_recommended":178,"signature_required":178},"easy",{"what_it_is":199,"when_you_need_it":200,"whats_inside":201},"A Purchase Order (Excel) is a formatted spreadsheet a buyer sends to a supplier to formally authorize the purchase of specified goods or services at agreed prices. This free Excel download includes pre-built fields for PO number, vendor details, line items with auto-calculated totals, shipping address, payment terms, and an approval block — ready to fill in and send in minutes.\n","Use it any time you need a written record of what you ordered, from whom, at what price, and under what terms — before the goods ship or the work begins. It is especially important when managing multiple vendors, tracking open orders, or meeting an internal spending-approval requirement.\n","Buyer and vendor identification blocks, a unique PO number, order and required-by dates, an itemized line-item table with quantities, unit prices, and auto-summed totals, a shipping address and delivery instructions field, payment terms, and an authorized-signature block.\n",[203,207,211,215,219,223],{"title":204,"use_case":205,"icon_asset_id":206},"Small business owners","Creating an auditable paper trail for supplier purchases and spend control","persona-small-business-owner",{"title":208,"use_case":209,"icon_asset_id":210},"Operations managers","Formalizing procurement requests across departments before ordering","persona-operations-director",{"title":212,"use_case":213,"icon_asset_id":214},"Retail and e-commerce buyers","Ordering inventory from wholesalers with agreed SKUs and prices","persona-retailer",{"title":216,"use_case":217,"icon_asset_id":218},"Contractors and project managers","Authorizing material and equipment purchases tied to a specific job","persona-contractor",{"title":220,"use_case":221,"icon_asset_id":222},"Startup founders","Establishing a basic procurement process before accounting software is in place","persona-startup-founder",{"title":224,"use_case":225,"icon_asset_id":226},"Finance and accounting staff","Matching POs to supplier invoices for three-way reconciliation and payment approval","persona-accountant",[228,232,236,239,242,246,250],{"situation":229,"recommended_template":230,"slug":231},"Ordering physical goods or inventory from a domestic supplier","Purchase Order (Excel)","purchase-order--excel-D1410",{"situation":233,"recommended_template":234,"slug":235},"Requesting services rather than goods from a vendor","Service Purchase Order","purchase-order-D1411",{"situation":237,"recommended_template":238,"slug":235},"Placing a cross-border order requiring customs documentation","International Purchase Order",{"situation":240,"recommended_template":241,"slug":235},"Pre-authorizing repeat orders on a recurring schedule","Blanket Purchase Order",{"situation":243,"recommended_template":244,"slug":245},"Requesting quotes from multiple suppliers before committing","Request for Quotation (RFQ)","price-quotation-D12814",{"situation":247,"recommended_template":248,"slug":249},"Confirming a supplier's terms before the first purchase","Vendor Agreement","vendor-agreement-D13292",{"situation":251,"recommended_template":252,"slug":253},"Recording what was actually received against what was ordered","Goods Receipt Note","acknowledged-receipt-of-goods-D1046",[255,258,261,264,267,270,273,276,279,282],{"term":256,"definition":257},"Purchase Order (PO)","A buyer-issued commercial document that formally authorizes a supplier to deliver specific goods or services at agreed prices and terms.",{"term":259,"definition":260},"PO Number","A unique sequential identifier assigned to each purchase order, used to match the order to the supplier's invoice and internal accounting records.",{"term":262,"definition":263},"Line Item","A single row in the order table representing one product or service, with its description, quantity, unit price, and extended total.",{"term":265,"definition":266},"Unit Price","The agreed cost per single unit of a product or service, before any taxes, discounts, or shipping charges are applied.",{"term":268,"definition":269},"Extended Total","The line-item total calculated by multiplying quantity by unit price — summed across all lines to produce the order subtotal.",{"term":271,"definition":272},"Ship-To Address","The physical delivery location where the supplier should send the ordered goods, which may differ from the buyer's billing address.",{"term":274,"definition":275},"Payment Terms","The agreed conditions for when and how the buyer will pay — for example, Net 30 from invoice date, or 2/10 Net 30 for early-payment discounts.",{"term":277,"definition":278},"Three-Way Match","An accounts-payable control that compares the purchase order, the supplier's invoice, and the goods receipt note before approving payment.",{"term":280,"definition":281},"Blanket PO","A standing purchase order that pre-authorizes multiple deliveries of the same goods or services up to a total quantity or dollar amount over a defined period.",{"term":283,"definition":284},"Approved Vendor List (AVL)","A company-maintained list of pre-screened suppliers authorized to receive purchase orders, used to enforce procurement policy and manage supplier risk.",[286,291,296,301,306,311,316,321,326],{"name":287,"plain_english":288,"sample_language":289,"common_mistake":290},"Buyer information","Your company's legal name, address, phone number, and the name of the person placing the order.","Buyer: Acme Supplies Inc. | 100 Commerce Blvd, Dallas TX 75201 | (214) 555-0120 | Ordered by: [BUYER NAME]","Using a department nickname instead of the legal entity name — suppliers need the correct legal name to invoice the right entity and for their own compliance records.",{"name":292,"plain_english":293,"sample_language":294,"common_mistake":295},"Vendor information","The supplier's legal name, address, and accounts-receivable contact so the PO reaches the right person.","Vendor: [SUPPLIER LEGAL NAME] | [SUPPLIER ADDRESS] | Attn: [AR CONTACT NAME] | [SUPPLIER EMAIL]","Omitting the vendor's AR contact name — the PO ends up in a general inbox, delaying confirmation and sometimes the shipment.",{"name":297,"plain_english":298,"sample_language":299,"common_mistake":300},"PO number and order date","A unique sequential number for this order and the date it was issued, used to match the PO to the eventual invoice.","PO Number: PO-2026-0053 | Order Date: May 2, 2026","Reusing or skipping PO numbers — gaps or duplicates make three-way matching unreliable and raise flags during audits.",{"name":302,"plain_english":303,"sample_language":304,"common_mistake":305},"Required-by date","The date by which the goods or services must be delivered, giving the supplier a clear fulfillment deadline.","Required By: May 20, 2026","Leaving the required-by date blank — without it, suppliers default to their standard lead time, which may not align with your operational needs.",{"name":307,"plain_english":308,"sample_language":309,"common_mistake":310},"Line items (description, quantity, unit price, total)","Each product or service ordered on its own row, with a specific description, the quantity needed, the agreed unit price, and the auto-calculated line total.","Item: Thermal Receipt Paper Rolls (80mm × 80m) | Qty: 200 | Unit Price: $4.50 | Total: $900.00","Using generic descriptions like 'supplies' or 'parts' — vague descriptions cause receiving staff to accept the wrong items and make disputes with suppliers harder to resolve.",{"name":312,"plain_english":313,"sample_language":314,"common_mistake":315},"Subtotal, tax, shipping, and grand total","The sum of all line-item totals, plus any applicable sales tax and shipping charges, to arrive at the total amount the buyer will owe.","Subtotal: $1,350.00 | Shipping: $45.00 | Tax (8.25%): $111.38 | Grand Total: $1,506.38","Leaving the tax and shipping fields at zero when they are not actually zero — the supplier invoices the correct amount and the figures don't match, stalling payment.",{"name":317,"plain_english":318,"sample_language":319,"common_mistake":320},"Ship-to address and delivery instructions","The physical address for delivery and any special instructions — dock number, receiving hours, or contact name — the carrier or supplier needs.","Ship To: Acme Warehouse | 200 Industrial Pkwy, Dallas TX 75202 | Receiving Hours: Mon–Fri 8am–4pm | Contact: [RECEIVING CONTACT]","Using the billing address as the default ship-to without checking — deliveries sent to a corporate office instead of a warehouse create delays and rerouting costs.",{"name":322,"plain_english":323,"sample_language":324,"common_mistake":325},"Payment terms","The agreed terms stating when payment is due and whether any early-payment discount applies.","Payment Terms: Net 30 from invoice date | Early Payment Discount: 2% if paid within 10 days","Leaving payment terms blank and letting the supplier's invoice terms control — if those differ from your cash-flow plan, you may face unexpected due dates.",{"name":327,"plain_english":328,"sample_language":329,"common_mistake":330},"Authorized signature and approval block","The name, title, and signature of the person authorized to commit company funds, plus the date signed.","Authorized By: [APPROVER NAME] | Title: [TITLE] | Signature: ________________ | Date: [DATE]","Circulating and sending the PO before obtaining authorization — an unsigned PO is not a binding commitment and creates liability if the purchase is disputed internally.",[332,337,342,347,352,357,362],{"step":333,"title":334,"description":335,"tip":336},1,"Enter your company and vendor details","Fill in your legal business name, address, and the name of the person placing the order. Then add the supplier's legal name, address, and accounts-receivable contact.","Save a version with your buyer information pre-filled as a master file — you only need to update vendor details for each new order.",{"step":338,"title":339,"description":340,"tip":341},2,"Assign a PO number and set the order date","Use a sequential numbering format such as PO-YYYY-NNNN and enter today's date. The PO number is the primary key for matching the order to the supplier's invoice.","A four-digit year prefix keeps POs sortable and prevents number collisions when the calendar rolls over.",{"step":343,"title":344,"description":345,"tip":346},3,"Set the required-by date","Enter the specific date by which you need the goods or services delivered. Confirm this is achievable given the supplier's standard lead time before sending.","Add two business days of buffer to your true need date — this gives you room to follow up without disrupting your operations.",{"step":348,"title":349,"description":350,"tip":351},4,"Add line items with specific descriptions","List each product or service on its own row with a clear description (including model number, SKU, or specification), the quantity, and the agreed unit price. The template calculates line totals automatically.","Copy the exact product description from the supplier's quote or catalog to eliminate substitution disputes at receiving.",{"step":353,"title":354,"description":355,"tip":356},5,"Confirm tax, shipping, and the grand total","Enter the applicable sales tax rate and any agreed shipping charge. Verify the grand total matches the supplier's quoted amount before sending.","If shipping terms are FOB destination, the supplier bears freight cost — set the shipping field to $0.00 and note 'FOB Destination' in the delivery instructions.",{"step":358,"title":359,"description":360,"tip":361},6,"Enter the ship-to address and delivery instructions","Confirm the correct delivery address — warehouse, job site, or office — and add any instructions the carrier needs, such as dock number, receiving hours, or a contact name.","A wrong ship-to address is the single most common cause of delayed deliveries; double-check it against your most recent confirmed shipment to the same location.",{"step":363,"title":364,"description":365,"tip":366},7,"Get the authorized signature and send","Have the appropriate approver sign the PO before transmitting it to the supplier. Send it as a PDF export or via email, and retain the editable Excel file for your records.","Ask the supplier to reply with a written order confirmation referencing your PO number — this confirms they received it and agree to the terms.",[368,372,376,380],{"mistake":369,"why_it_matters":370,"fix":371},"Sending an unsigned or unauthorized PO","An unsigned PO is not a binding internal commitment. If the purchase is questioned later, there is no documented approval and the company may be unable to enforce agreed pricing.","Build the authorization step into your workflow before the PO leaves the building — require a signature from the budget owner for any order above a defined threshold.",{"mistake":373,"why_it_matters":374,"fix":375},"Vague or generic line-item descriptions","Descriptions like 'office supplies' or 'parts' give receiving staff no basis to verify what arrived, and give suppliers room to substitute cheaper items.","Include the product name, model or SKU number, and any relevant specification — enough detail that a receiving clerk who was not involved in ordering can confirm the right item arrived.",{"mistake":377,"why_it_matters":378,"fix":379},"Mismatched payment terms between PO and supplier invoice","If you leave the PO payment terms blank, the supplier's invoice terms control — and they may set Net 15 when your cash flow requires Net 30.","Always state your payment terms explicitly on the PO and confirm them with the supplier before the order is placed.",{"mistake":381,"why_it_matters":382,"fix":383},"Using the wrong ship-to address","Deliveries routed to a billing address instead of a warehouse or job site cause delays, rerouting fees, and in some cases lost shipments.","Maintain a verified list of ship-to addresses in your master PO template and select the correct one before each order rather than copying from the previous PO.",[385,388,391,394,397,400,403,406],{"question":386,"answer":387},"What is a purchase order?","A purchase order is a commercial document issued by a buyer to a supplier that formally authorizes the purchase of specified goods or services at agreed prices and delivery terms. Once the supplier accepts it, the PO becomes a binding agreement between the two parties. It also serves as an internal spending-control and audit document.\n",{"question":389,"answer":390},"What should a purchase order include?","At minimum: a unique PO number, the buyer's and supplier's legal names and addresses, the order date, a required-by date, itemized line items with descriptions, quantities, unit prices, and totals, the ship-to address, payment terms, and an authorized signature. Missing any of these commonly causes invoice-matching failures or delivery problems.\n",{"question":392,"answer":393},"Is a purchase order legally binding?","A purchase order is generally considered a binding contract once the supplier accepts it — either in writing or by beginning to fulfill the order. The PO sets out the offer (quantity, price, terms), and the supplier's acceptance creates the agreement. Consider consulting a lawyer if your orders involve high-value goods or complex terms.\n",{"question":395,"answer":396},"What is the difference between a purchase order and an invoice?","A purchase order is issued by the buyer before delivery to authorize the purchase. An invoice is issued by the supplier after delivery to request payment. They should reference each other by PO number so both parties can match them during accounts-payable processing — this is the basis of a three-way match.\n",{"question":398,"answer":399},"What is a three-way match and why does it matter?","A three-way match is an accounts-payable control that compares three documents before approving payment: the purchase order, the supplier's invoice, and the goods receipt note. All three must agree on item, quantity, and price. It prevents overpayment, duplicate payments, and payment for goods that were never received.\n",{"question":401,"answer":402},"When should I use a purchase order instead of just paying an invoice?","Use a PO whenever you want a documented, pre-approved record of what was ordered before the supplier ships. This is especially important for purchases above an internal approval threshold, orders involving multiple line items or custom specifications, recurring supplier relationships, or any purchase that needs to be matched against a budget line.\n",{"question":404,"answer":405},"How do I number purchase orders?","Use a sequential format that includes the year — for example, PO-2026-0001 through PO-2026-9999. The year prefix keeps orders sortable and prevents number conflicts across fiscal years. Never reuse a PO number; if an order is cancelled, mark that number void in your log and move to the next one.\n",{"question":407,"answer":408},"Can I use this Excel template for service purchases, not just goods?","Yes. Replace product descriptions with service descriptions — for example, \"IT Support Services — May 2026, 20 hours @ $95/hr\" — and leave the ship-to field blank or enter the service delivery location. The line-item structure and approval block work the same way for services as for goods.\n",[410,414,418,422],{"industry":411,"icon_asset_id":412,"specifics":413},"Retail and wholesale","industry-retail","SKU-level ordering with agreed unit costs, minimum order quantities, and lead times tied to inventory replenishment cycles.",{"industry":415,"icon_asset_id":416,"specifics":417},"Construction and trades","industry-construction","Material and equipment orders tied to specific job numbers, with delivery to job-site addresses and cost codes for project accounting.",{"industry":419,"icon_asset_id":420,"specifics":421},"Manufacturing","industry-manufacturing","Raw material and component ordering with precise specifications, approved vendor lists, and delivery windows tied to production schedules.",{"industry":423,"icon_asset_id":424,"specifics":425},"Professional services and agencies","industry-professional-services","Software subscriptions, subcontractor engagements, and equipment purchases with clear approval chains and budget-code references.",[427,431,434,438],{"vs":428,"vs_template_id":429,"summary":430},"Invoice","invoice-D383","An invoice is issued by the supplier after delivery to request payment. A purchase order is issued by the buyer before delivery to authorize the purchase. They document the same transaction from opposite sides of the timeline and should reference each other by PO number for three-way matching.",{"vs":244,"vs_template_id":432,"summary":433},"request-for-quotation-D12657","An RFQ asks suppliers to submit pricing for goods or services before any commitment is made. A purchase order is issued after a supplier is selected and pricing is agreed — it is the commitment document. Use an RFQ to solicit and compare bids, then issue a PO to the chosen supplier.",{"vs":435,"vs_template_id":436,"summary":437},"Purchase Requisition","D{PURCHASE_REQUISITION_ID}","A purchase requisition is an internal request from a department to the procurement team asking for approval to buy something. A purchase order is the external document sent to the supplier once that internal approval is granted. Large organizations use both; small businesses often skip the requisition and go straight to a PO.",{"vs":248,"vs_template_id":439,"summary":440},"D{VENDOR_AGREEMENT_ID}","A vendor agreement sets the long-term terms and conditions governing a supplier relationship — pricing frameworks, warranties, liability, and dispute resolution. A purchase order is a transaction-level document that authorizes a specific order under those terms. High-volume supplier relationships typically need both.",{"use_template":442,"template_plus_review":446,"custom_drafted":450},{"best_for":443,"cost":444,"time":445},"Small businesses, startups, and any buyer issuing standard domestic purchase orders","Free","5 minutes per order",{"best_for":447,"cost":448,"time":449},"Businesses adding custom approval workflows, cost-code fields, or multi-currency support","$0–$100 (bookkeeper or operations consultant review)","1–2 hours",{"best_for":451,"cost":452,"time":453},"Enterprise procurement with ERP integration, complex multi-site routing, or regulated purchasing requirements","$500–$3,000+ (developer or ERP configuration)","1–4 weeks",[455,456],"purchase-order-process-explained","three-way-match-accounts-payable",[458,459,460,235,461,462,458,463,464,465,466,467],"sales-invoice-D383","inquiry-about-last-quotation-D1264","credit-note-D13639","small-business-expense-report-D13396","receipt-D395","vendor-evaluation-D108","bill-of-lading-D1047","non-disclosure-agreement-nda-D12692","service-agreement-D12711","independent-contractor-agreement-D160",{"emit_how_to":469,"emit_defined_term":469},true,{"primary_folder":99,"secondary_folder":471,"document_type":472,"industry":473,"business_stage":474,"tags":475,"confidence":480},"purchasing-and-accounts-payable","form","general","all-stages",[476,477,478,479],"procurement","accounting","purchase-order","purchasing",0.95,"\u003Ch2>What is a Purchase Order (Excel)?\u003C/h2>\n\u003Cp>A \u003Cstrong>Purchase Order (Excel)\u003C/strong> is a spreadsheet-based commercial document a buyer sends to a supplier to formally authorize the purchase of specified goods or services at agreed prices, quantities, and delivery terms. It captures every material detail of the transaction — PO number, vendor identification, itemized line items with auto-calculated totals, ship-to address, payment terms, and an authorized signature — in a single printable and emailable file. Once the supplier accepts the PO, it functions as the binding record of what was agreed before any goods ship or work begins.\u003C/p>\n\u003Ch2>Why You Need This Document\u003C/h2>\n\u003Cp>Without a purchase order, you have no written record of what you authorized, at what price, or by when — and disputes with suppliers default to whoever can produce better documentation. Receiving staff have no basis to verify incoming shipments, accounts payable has nothing to match against the supplier's invoice, and overpayments or duplicate payments go undetected. A properly completed PO closes all three gaps: it gives your team a clear receiving checklist, gives your finance team the reference document for three-way matching, and gives your supplier a confirmed, unambiguous order they can fulfill without back-and-forth. This template lets you issue a professional, complete purchase order in under five minutes.\u003C/p>\n",1781186003264]