How the purchase order generator works
Last updated 10 November 2026
A purchase order records what you have asked a supplier to deliver and at what price. It helps both sides check the invoice when it arrives.
How it works
- Lines, discounts and VAT work as on the invoice generator.
- Add a delivery date and address so the supplier knows where and when.
Worked example
With the starting figures:
- The example order totals R 8 750.00.
What a purchase order does
A purchase order records what you have asked a supplier to deliver, at what price and by when. It helps both sides check the supplier's invoice when it arrives. Many suppliers and larger customers will not start work without one.
What to include
- Your business details and the supplier's details
- A purchase order number, so you can match invoices to orders
- Each item or service, with the quantity and price
- Any discounts and VAT
- The delivery address and the date you need it
- Payment terms, such as the number of days after delivery
How the totals work
The lines, discounts and VAT work the same way as on the invoice generator. The total is what you expect to pay if everything is delivered as ordered. Check the supplier's quote against it before you send the order.
Send it before work starts
A purchase order is a written request. Send it before the supplier starts the work or ships the goods, not afterwards. Whether it becomes a binding contract depends on the supplier's acceptance and the terms of the agreement, so ask a lawyer if you are unsure.
Related tools
Create the next documents in the chain with the quotation generator, the invoice generator and the receipt generator. Nothing is stored. Save the order as a PDF through your browser's print dialog.
Matching orders to invoices
When the supplier's invoice arrives, compare it with the purchase order line by line. The quantities, prices and delivery terms should agree. If they do not, raise it before you pay. Quoting the purchase order number on every invoice makes this check quick, and it is a good habit for both sides.
Things to watch
- Send the order before the work starts, not after.
- Use the browser’s print dialog and choose Save as PDF to make a PDF.
Compare the supplier’s invoice with the order before you pay. Read the full disclaimer.