Purchase Order
A purchase order is a promise with numbers attached. This template keeps the promise specific — and honest about what happens when the delivery arrives.
What's Included
- Order lines
- Totals
- Ordering and payment terms
- When it arrives
Best For
One copy per order, prepared before contacting the supplier and kept beside the receiving record.
Target Audience
Small businesses buying stock and supplies from regular suppliers.
How to Customize
Put the real terms in — ordering method, payment terms, minimums. ZuffSuite doesn't send POs or update stock for you.
When to Use
Prepare one before contacting a supplier; keep it next to the receiving record.
Full Document Preview
Preview the actual editable ZuffSuite document.
OPERATIONS / ORDER
Purchase Order PO-2041 — Kestrel Milling
PO number | Supplier | Destination | Order date | Expected delivery | Ordered by |
|---|---|---|---|---|---|
PO-2041 | Kestrel Milling | Stonemill Bakehouse — dry goods storeroom | September 30, 2026 | October 8, 2026 (3–4 business day lead time) | Ola Mensah |
Order lines
Item | Supplier item code | Qty ordered | Unit cost | Line total |
|---|---|---|---|---|
Bread flour (25kg) | KM-BF25 | 10 bags | $24.00 | $240.00 |
Cake flour (25kg) | KM-CF25 | 4 bags | $26.50 | $106.00 |
Rye flour (25kg) | KM-RF25 | 2 bags | $27.00 | $54.00 |
Totals
Subtotal | Delivery fee | Order total |
|---|---|---|
$400.00 | $18.00 | $418.00 |
Ordering and payment terms
Order by email to orders@kestrelmilling with this PO as the reference; confirmation usually arrives same day.
Payment terms: Net 30, invoice with delivery.
Minimum order $150 — this order clears it.
Notes for this order
Split delivery approved if rye flour is out of stock — do not hold the full order for it. Confirm the expected delivery date when the confirmation arrives, and set the register's Next expected delivery to match.
When it arrives
Receive and inspect against this PO — ordered is not the same as received.
Record what actually arrived (short, damaged, rejected, backordered) in the Receiving & Discrepancy Record.
Update On hand in the register by hand after inspection — the PO doesn't change stock.
This document is a record you prepare and send yourself. ZuffSuite doesn't send POs, confirm with suppliers, receive goods, pay invoices, or update stock — every one of those steps is yours.
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