Create professional POs for suppliers — print or download as PDF
Fill in the details and click Generate Purchase Order, or click a quick-start preset above.
A purchase order (PO) is a formal document issued by a buyer to a supplier that authorises the purchase of specific products or services. It specifies the items, quantities, agreed prices, delivery dates, and payment terms — creating a legally binding agreement once the supplier accepts it.
For ecommerce sellers, purchase orders are essential for managing inventory replenishment. Whether you're restocking from an Alibaba supplier, ordering packaging materials from a local vendor, or placing a bulk wholesale order, a well-structured PO prevents misunderstandings, protects both parties, and creates an audit trail for your accounting records.
Many small sellers start by ordering inventory over WeChat, WhatsApp, or email — with no formal documentation. This works until something goes wrong:
A purchase order doesn't need to be complicated. The template above generates a professional PO in seconds — with the exact fields suppliers expect to see.
A complete purchase order should contain these fields:
| Field | Why It Matters |
|---|---|
| PO number | Unique reference for tracking — both you and the supplier need this to match orders to invoices |
| Buyer details | Your company name, address, and contact — so the supplier knows who is ordering |
| Supplier details | Vendor's company name and address — confirms which supplier the order is placed with |
| Order date | When the PO was issued — starts the clock on delivery and payment terms |
| Expected delivery date | When you need the goods — critical for inventory planning and avoiding stockouts |
| Item descriptions with SKUs | Clear product identification — prevents the supplier from sending the wrong variant or size |
| Quantities and units | How many of each item — PCS, cartons, pallets, etc. |
| Unit prices and totals | Agreed pricing — locks in the cost and prevents disputes later |
| Payment terms | When and how you'll pay — Net 30, T/T in advance, 50/50 deposit, etc. |
| Shipping method | How the goods will be shipped — sea freight, air freight, local delivery, etc. |
| Ship-to address | Where the goods should be delivered — may differ from your billing address (e.g. warehouse vs office) |
| Notes and terms | Special instructions, quality requirements, return policy, and conditions |
This is one of the most common points of confusion for new ecommerce sellers:
| Document | Issued By | Purpose | When Sent |
|---|---|---|---|
| Purchase Order | Buyer | Authorises the supplier to provide goods at agreed prices | Before goods are shipped |
| Commercial Invoice | Seller/Supplier | Bills the buyer for goods shipped (required for customs on international orders) | When goods are shipped |
| Proforma Invoice | Seller/Supplier | Preliminary quote showing expected costs before the order is confirmed | Before the PO — buyer uses it to evaluate the deal |
| Quotation | Seller/Supplier | Price quote for products or services | Before the PO — in response to buyer's enquiry |
| Credit Note | Seller/Supplier | Reduces or reverses a previous invoice | After delivery — for returns, damaged goods, or pricing errors |
| Delivery Order | Seller/Supplier | Authorises the release or delivery of goods | When goods are dispatched from warehouse |
The typical flow for ecommerce restocking: You receive a quotation from the supplier → you issue a purchase order → the supplier sends a proforma invoice for payment → goods are shipped with a commercial invoice and delivery order → if there are issues, a credit note adjusts the account.
Choosing the right payment terms affects your cash flow and supplier relationship. Here's what each option means:
| Term | Meaning | Best For |
|---|---|---|
| Net 30 | Pay within 30 days of invoice date | Established relationships with trusted suppliers |
| Net 60 | Pay within 60 days of invoice date | Large orders where you need time to sell inventory first |
| T/T in Advance | Full payment via bank transfer before production/shipping | First orders with new Alibaba suppliers |
| 50/50 Deposit | 50% upfront, 50% before shipment | Custom or manufactured orders — protects both parties |
| COD | Cash on delivery | Local suppliers and small orders |
| Letter of Credit | Bank guarantees payment on proof of shipment | Large international orders where neither party wants to take full risk |
If you're selling on Shopee, Lazada, TikTok Shop, and your own Shopify store, managing inventory replenishment gets complicated fast. Each channel drains stock at different rates, and you need to know when to reorder — not just for one channel, but across all of them.
Key challenges for multichannel sellers:
A multichannel inventory management tool like OneCart consolidates your stock levels across all platforms, so you can see exactly when to place your next purchase order — and how much to order using an economic order quantity calculator.
A purchase order becomes a legally binding contract once the supplier accepts it — either by written confirmation, starting production, or shipping the goods. Before acceptance, it's an offer that the supplier can decline or negotiate. This is why clear terms and conditions on your PO matter — they form part of the contract.
A purchase requisition is an internal document — it's a request from someone in your team (e.g. warehouse manager) to the purchasing department to buy something. A purchase order is the external document sent to the supplier to actually place the order. For most small ecommerce businesses, one person handles both, so a PO is all you need.
Not legally required, but strongly recommended for any order above a trivial amount. POs protect you in disputes, create a clean audit trail, and are essential if you use accounting software like Xero or QuickBooks — they match POs to supplier invoices to track spending and accounts payable.
Yes. This template works for both local and international supplier orders. For international purchases, make sure to also prepare a commercial invoice (the supplier usually provides this) and use the landed cost calculator to estimate the total cost including duties, freight, and insurance.
Selling on Shopee, Lazada, TikTok Shop, and your own store? OneCart syncs your inventory in real time across every platform — so you know exactly when to reorder and how much to order.
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