Purchase Order
Create professional purchase orders for suppliers. Free PO format for Indian businesses.
In short
A purchase order is the document a buyer sends to a supplier to order goods or services at agreed prices, quantities, delivery dates and payment terms. It becomes the reference for the supplier's invoice. VyaparKit's purchase order generator creates a numbered PO for any saved vendor, sends it by PDF or WhatsApp, and converts it into a goods receipt note or purchase bill when the goods arrive.
Create a Purchase Order in under a minute
Sign in once with Google or email. Your business name, GSTIN, logo, bank details and saved customers fill in automatically. Download a PDF or share a link on WhatsApp. 5 documents a month are free, forever.
- ✓Beautiful PDF with your logo and details
- ✓GST calculated automatically where applicable
- ✓Saved customers, vendors and items, so no retyping
- ✓Share link with WhatsApp button and UPI QR
- ✓Converts to related documents in one click
About the purchase order tool
A purchase order turns a phone call to your supplier into a record. Restaurants order weekly provisions, manufacturers order raw material, offices order printers and stationery, and in each case the PO fixes what was ordered, at what rate, and by when. When the supplier's invoice arrives, you check it against the PO. Many suppliers will not dispatch to a business without one, and auditors like to see POs behind large purchases.
POs typed in Word rarely have consistent numbers, and rates negotiated on the phone are forgotten by the time the bill arrives. VyaparKit's purchase order picks the Vendor from your saved list, has fields for Deliver to (if not your address), Delivery by date (7 days by default), Payment terms and Contact person, and itemises lines with HSN, quantity, rate and GST so both sides know the exact total. It runs in a PO/26-27 series with editable prefix.
When goods arrive, open the PO and choose Create from this PO to make a goods receipt note, which adds the stock, or go straight to a purchase bill, which records what you owe the vendor. The vendor ledger and payables statement then show what is due and when. Free accounts include 5 orders a month and up to 10 saved vendors.
How to send a purchase order to a supplier
- 1
Pick the vendor
In the Vendor box choose a saved vendor or add one with their GSTIN, address and phone. Fill Contact person for the salesperson you deal with.
- 2
Set delivery and payment
Enter Delivery by, Payment terms (for example, 30 days from invoice) and Deliver to if goods should go to a site or warehouse.
- 3
List the items
Click Add line for each product with HSN, Qty, unit, Rate and GST rate, using your saved items to keep names consistent with your stock.
- 4
Add conditions
Use Terms & conditions for quality, packing, freight and rejection terms, and Notes for delivery instructions.
- 5
Create and send
Click Create PO and share via WhatsApp or PDF. When goods arrive, use Create from this PO to make a Goods Receipt Note or Purchase Bill.
What a purchase order should contain
- PO number (PO/26-27/0001) and date, which the supplier must quote on their invoice.
- Your business name, GSTIN, billing address and the delivery address.
- Supplier name, address, GSTIN and contact person.
- Itemised lines with description, HSN, quantity, unit, rate and GST rate.
- Total value with taxes, in figures and words.
- Delivery date, delivery terms and who pays freight.
- Payment terms, advance if any, and credit period.
- Quality, packing, rejection and cancellation conditions, plus authorised signature.
Who uses the purchase order
Restaurant ordering weekly provisions
Send POs to the vegetable, dairy and dry goods suppliers every Monday and match each bill against its PO.
Small manufacturer buying raw material
A Rajkot engineering unit orders steel bars with HSN, rate per kg and delivery date, then records a goods receipt when the truck arrives.
Office admin
Raise POs for laptops, furniture and AMC contracts so finance can approve before money is spent.
Retail chain with multiple stores
Use Deliver to for each store's address while billing stays at head office.
Purchase Order: frequently asked questions
- Is a purchase order a contract?
- Once the supplier accepts it, a purchase order together with its terms forms a contract for that supply under the Indian Contract Act. Until acceptance it is an offer. Write your terms on the PO, including delivery date, quality standards and cancellation rights, and ask the supplier to confirm acceptance on WhatsApp or email.
- What is the difference between a purchase order and a purchase requisition?
- A purchase requisition is an internal request from a department asking purchasing to buy something; it never goes to the supplier. A purchase order is the external document sent to the supplier after the requisition is approved. VyaparKit has both: create the requisition first, then raise the PO once it is approved.
- What happens after I send a purchase order?
- The supplier dispatches goods and sends an invoice quoting your PO number. In VyaparKit, open the PO and choose Goods Receipt Note when the goods arrive to add them to stock and record condition, then convert the GRN into a purchase bill using the supplier's invoice number. The bill updates the vendor ledger and payables statement.
- Should a purchase order include GST?
- Yes, show the GST rate and amount per line. It confirms the tax treatment with the supplier, gives you the exact outflow to plan cash, and lets you spot a supplier who bills a different rate. VyaparKit computes CGST plus SGST or IGST based on the supplier's state relative to yours.
- Do I need the vendor's GSTIN on a PO?
- It is not mandatory, but recording the vendor's GSTIN on the PO and in your saved vendors helps you verify it with the GSTIN checker, ensures the supplier's invoice will carry your input credit correctly, and keeps the vendor ledger clean. Unregistered vendors can still be saved without a GSTIN.
- Can I WhatsApp a purchase order to my supplier?
- Yes. After clicking Create PO, use the WhatsApp button to send a prefilled message with the document link, or Download PDF and attach it to an email. The share link lets you see when the supplier opened it, which is handy when chasing a delivery.