Purchase order generator — PO with line items, tax, shipping and delivery address

How to use the purchase order generator

1. Under Document, enter the PO no., Order date, Delivery by date, Payment terms (for example Net 30) and the supplier’s Quotation ref., then pick the Currency.
2. Under Parties, fill in Buyer (you), Supplier and, if goods go elsewhere, Deliver to. Add your logo if you like.
3. Add a line for each item with Description, optional HSN / SKU code, Qty, Unit and Rate. Use + Add line item for more.
4. Under Totals, set the Tax system and rate, any Discount and Shipping.
5. Write Delivery instructions and Terms & conditions, then press Download PDF, Print / Save as PDF or Download CSV.

What it does and when to use it

A purchase order puts an order in writing before money changes hands. It helps both sides: the supplier knows exactly what to send and where, and you can check the delivery and the later invoice against it. Use one for stock orders, large purchases, or whenever an accounts team asks for a PO number.

The PO has your logo and company at the top, the Supplier and Deliver to blocks, a numbered item table, the totals and total in words, your instructions and terms, and an “Authorised by (buyer)” signature line.

When the supplier replies with a price, a quotation is their side of the same deal. When goods arrive with a packing slip, tick the items off against your PO, and match the supplier’s invoice to the PO number before paying.

How it works

Each line amount is qty × rate, less any line discount. The subtotal is the sum of the lines. An overall discount is taken off before tax and shared across lines in proportion. Tax is worked out on the taxable value at your rate and rounded to the cent (or paisa). Shipping is added after tax. Money is calculated in whole cents, so totals do not drift.

It all runs in your browser and nothing is uploaded. To reuse a PO, press Save as .json and later Open saved .json.

Worked examples

The sample café order. Twelve bags of espresso beans at $64.50 ($774.00), six cases of oat milk at $38.25 ($229.50) and twenty sleeves of cups at $6.40 ($128.00) make a subtotal of $1,131.50. Sales tax at 8.625% is $97.59, shipping is $25.00, and the PO shows Total: $1,254.09 — in words, “One thousand two hundred and fifty-four dollars and nine cents only”.

Tax-exempt. Set Tax to “No tax” and the total becomes $1,131.50 + $25.00 = $1,156.50.

Same order from a UK supplier. Currency GBP, VAT at 20%: VAT is £226.30 and the total is £1,382.80.

Limits and tips

• The Download PDF button uses a standard font: ₹ prints as “Rs.” and letters outside Western European alphabets (for example Hindi or Chinese names) print as “?”. Use Print / Save as PDF for those — it keeps every character.