Skip to content
Billzova Trade launches on 1 November 2026. Start free — 30 days, no card
Billzova Trade
Free format · no sign-up

Purchase order format — free in Excel, ready to print

A blank GST purchase order to send your vendors: your details and theirs, a PO number and delivery date, items with HSN, quantity and rate before GST, the tax worked out, and your terms. Download it in Excel — it adds up by itself — or print it blank. No sign-up.
Download ExcelPrint or save as PDF
The format

What you get

Every field ready to fill in. In the Excel file the taxable value, GST and totals work themselves out as you type quantities and rates.

PURCHASE ORDER

Buyer (your business)

Name
Address
GSTIN
Phone

Details

PO no.
PO date
Deliver by
Deliver to
if not the address above

To (vendor)

Name
Address
GSTIN
State and code
S. No.Description of goodsHSNQtyUnitRate before GST (₹)Taxable value (₹)GST %GST (₹)Total (₹)
1
2
3
4
5
6
Total
Amount in words
Total taxable value
Total GST
Total
Payment terms
e.g. 15 days from the bill
Delivery terms
e.g. delivered to our godown
Notes

Accepted by the vendor — signature and date

For the buyer — authorised signatory

Free format from Billzova Trade™ — trade.billzova.com

The blank format, shortened here to six lines; the file has 12.

What to put on a purchase order

  1. A PO number and date — your own series, so the vendor can quote it on their bill.
  2. Your business name, address and GSTIN, and a contact number.
  3. The vendor’s name, address and GSTIN.
  4. Where and by when the goods should arrive.
  5. Each item: description, HSN, quantity and unit, and the rate you expect before GST.
  6. The GST worked out the vendor’s way — CGST and SGST from a vendor in your state, IGST from another state.
  7. Payment and delivery terms, and a signature.

How distributors use purchase orders

  • One clear list to the company

    Instead of a phone call to the company’s salesman, a numbered order both sides can check.

  • Agreed rates in writing

    The rate you expect is on paper before the bill comes.

  • Checking the bill

    When the goods come, the bill is matched against the order — short items stand out.

  • Reordering before you run out

    Items running low go on the next order before a busy day finds the shelf empty.

Purchase order, quotation or purchase bill?

  • Who makes it

    Purchase order

    You, the buyer

    Purchase bill

    The vendor

  • When

    Purchase order

    Before the goods come

    Purchase bill

    With or after the goods

  • GST

    Purchase order

    Shown so both sides agree the total; not a tax document

    Purchase bill

    The tax document: GST is charged and you claim input tax credit on it

  • What you owe

    Purchase order

    Nothing yet

    Purchase bill

    The bill amount, due after the vendor’s credit days

  • A quotation is…

    Purchase order

    The vendor’s offer of prices, before your order

    Purchase bill

    —

Filling it in well

  • Number every order and ask the vendor to quote the PO number on their bill.
  • Write rates before GST, with the GST rate per line, so the total matches their bill.
  • Give a deliver-by date — and follow up when it passes.
  • Keep the order until the bill comes, then check what came against what you asked for.
Billzova Trade

Send purchase orders from Billzova Trade instead

Numbered orders with the rate you last paid filled in and the items running low a tap away — sent as a PDF, by email or on your own WhatsApp. When the goods come, the purchase bill opens filled in from the order, and short deliveries show line by line.

See purchase orders and billsTry it free for 30 days

Questions about this format

Is a purchase order a tax document?

No. It is your request to the vendor. GST is shown so both sides agree the total, but tax is charged on the vendor’s bill, and input tax credit is claimed on that bill.

What is the difference between a purchase order and a quotation?

A quotation is the vendor’s offer of prices; a purchase order is your order at agreed prices. Many buyers ask for a quotation first, then send a PO.

Does a purchase order need GST details?

There is no fixed GST format for a PO, but your GSTIN, the vendor’s GSTIN, HSN codes and GST rates make the vendor’s bill easy to check against it.

How should I number purchase orders?

Any consecutive series you like. A prefix with the financial year, like PO/26-27/0001, keeps each year apart and is easy to quote.

What if the vendor sends fewer goods?

Pay on the bill for what came, and keep the shortfall in view to order again or follow up. Billzova Trade shows it line by line.

Can I edit this format?

Yes. The Excel file is yours to change: add your logo, columns or terms. The amounts add up as you type quantities and rates.

Is the format free?

Yes, free to download, print and use, with no sign-up.

More free formats and guides

Run a supply business?

Try everything free for 30 days. No card needed, and your customers never pay.

Start your free trial