Purchase and work ordersOrder
Purchase order template
Order goods or services in writing: what you are buying, at what price, delivered where and when, on what payment terms, approved by someone with authority and confirmed by the supplier.
Opens in the Salsox editor with 5 signing fields already placed for Buyer and Supplier. Add their emails and send. The free plan sends 3 documents a month.
Who signs
- Buyer (you)
- Supplier
Preview
Purchase Order
PO number: PO-2026-0412 Date: 16 November 2026
Buyer: Royal Palm Hotel, Airport Road, Kumasi Supplier: Ashanti Linen Supply Ltd, 15 Adum Street, Kumasi
Order
| Item | Quantity | Unit price | Amount |
|---|---|---|---|
| King-size bed sheet sets, white, 300 thread count | 120 | GHS 280 | GHS 33,600 |
| Bath towels, white, 600 gsm | 240 | GHS 65 | GHS 15,600 |
Subtotal: GHS 49,200 Tax: GHS 7,380 Total: GHS 56,580
Delivery
Deliver to: Royal Palm Hotel, goods entrance at the rear, Airport Road, Kumasi Required by: 1 December 2026
Please include the PO number on the delivery note. The buyer may reject goods that do not match this order or arrive damaged.
Payment
30 days from receipt of goods and a correct invoice quoting this PO number. Invoices without the PO number may be returned unpaid.
Terms
This order is subject to any supply agreement between the parties; if there is none, the terms above apply. Changes to quantity, price or date need the buyer's written approval.
Approval
Authorised by Mrs. Rita Agyeman, Purchasing Manager Signature: Signature · Buyer Date: Date · Buyer
Supplier acceptance
The supplier accepts this order on the terms above.
Signature: Signature · Supplier Date: Date · Supplier Name: Name · Supplier
These templates are general starting points, not legal advice. Laws differ between countries and states: check that a template suits your situation, or ask a lawyer, before you rely on it.
About the Purchase order template
A purchase order is the buyer's written instruction to buy. It protects both sides: the buyer knows exactly what was ordered and at what price, and the supplier has written authority before committing stock or starting work. Most accounts teams will not pay an invoice without a matching PO.
This template has the parts that make three-way matching work (PO number, line items with quantities and unit prices, delivery details, and payment terms) plus the approval that shows the order was authorised. The supplier signs to accept it, which turns the order into a contract on these terms, and quotes the PO number on their invoice.
For regular supplies, sign a supplier agreement once and issue POs against it. With Salsox, the supplier accepts the order from their phone and both sides keep the signed copy.
- Signers
- 2
- Signing fields placed
- 5
- Details to fill in
- 21
How to use this template
Open it in Salsox
Choose Use this template. Sign up free if you have no account; the template opens straight after.
Fill in the details
Type your details into each blank, or start from the sample to see how it reads. Save it as your own template to reuse it.
Add signers and send
The editor already has every signature, date and initials field in place. Add each signer's email and send; they sign on their phone, and everyone gets the sealed copy with its audit trail.
Used in
Questions
When does a purchase order become binding?
Usually when the supplier accepts it, by signing or by delivering. Having the supplier sign makes acceptance clear.
What is three-way matching?
Checking that the purchase order, the delivery note and the invoice agree on items, quantities and prices before paying. A clear PO makes it quick.
Do I need a PO if I have a supplier agreement?
Yes, usually. The agreement sets standing terms; each PO is a specific order of quantities and dates under those terms.
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Send it for signature in minutes
Start from this template in Salsox: fill in the blanks, add your signers and send by email, WhatsApp or SMS. Signers sign one field at a time on their phone, and you can collect a payment in the same step.