Product Purchase Order Template

Give the Vendor the Exact Products to Send

A product purchase order records the physical goods your business approved before the vendor fills the order. It keeps item details, quantities, prices, and shipping instructions together, so the vendor does not have to guess which part, size, model, or delivery address you meant.

Use the template to:

• Order inventory, office supplies, materials, parts, tools, or equipment
• Add product names, descriptions, SKUs, part numbers, models, sizes, or colors
• Enter quantities, units, unit prices, discounts, sales tax, and shipping when they apply
• Set the ship-to address and requested delivery date
• Add payment terms, receiving instructions, and notes for the vendor
• Email the finished purchase order, print it, or download a PDF

Docelf updates the total while you work and saves vendor and product details for the next order. Less copying. Fewer mystery part numbers.

Product Purchase Order Examples

Start with the example closest to the order you need. Each one opens the same Docelf purchase order, ready for your vendor, products, quantities, prices, shipping details, and terms.

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  Product Purchase Order Template

  Create Product Purchase Order
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  Product Purchase Order Example

  Create Product Purchase Order
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  Digital Product Purchase Order

  Create Product Purchase Order

How to Create a Product Purchase Order

Work from the buyer and vendor details down to the products and delivery instructions. When the vendor opens the order, they should know what to send, how many you approved, what each item costs, and where it needs to arrive.

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1. Add Your Business: Enter the business name, address, and contact details the vendor should use.
2. Add the PO Number and Date: Give the order a unique PO number and add the date you placed it.
3. Add the Vendor: Enter the vendor's company, address, and contact information.
4. Set the Delivery Details: Add the ship-to address, requested delivery date, receiving contact, and special instructions.
5. List Each Product: Add a clear name or description, SKU, part number, model, size, color, or other identifier the vendor needs.
6. Add Quantities and Prices: Enter the unit, quantity, and unit price. Add discounts, sales tax, and shipping when they apply.
7. Check the Order and Send: Review the products, total, address, and delivery date, then email the PO, print it, or download the PDF.

Ask the vendor to include the PO number on the packing slip and invoice. That makes it easier to match what you ordered with what arrived and what you were billed.

What to Include on a Product Purchase Order Template

The best product purchase orders are specific enough to prevent the wrong item from showing up, but simple enough for the vendor to process quickly.

When to Use a Product Purchase Order

Use a product purchase order when your business is buying physical goods and the vendor needs a clear record before shipping or preparing the order.

• Restocking inventory for resale
• Buying office, cleaning, packaging, or shop supplies
• Ordering raw materials, components, or replacement parts
• Purchasing tools, furniture, computers, or other equipment
• Placing wholesale or bulk product orders
• Sending products to a warehouse, office, store, or job site

A product PO is especially helpful when the purchase includes several line items, requires approval, uses agreed pricing, or needs a specific delivery date. The order is clear before the boxes start moving.

Make the Product Details Hard to Misread

“Ten filters” may sound clear until the vendor carries six models. Small details can decide whether the right products arrive.

• Use the vendor's product code or part number when you have it
• State the unit clearly, such as each, box, case, roll, foot, pound, or pallet
• Add sizes, colors, grades, models, or packaging quantities
• Say whether the vendor may substitute a similar product
• Explain whether partial shipments or back orders are acceptable
• Attach specifications, drawings, or product lists when the vendor needs them

Before you send the order, compare the product codes, quantities, prices, ship-to address, and delivery date with the quote or vendor catalog. Two minutes now can prevent a return shipment later.

Product, Service, or Blanket Purchase Order?

Choose the purchase order type based on what the vendor will provide and whether the purchase happens once or repeats over time.

• Product Purchase Order Template
• Service Purchase Order Template
• Blanket Purchase Order Template
• Compare Purchase Order Types

Use a product PO for physical goods. Use a service purchase order for labor or professional work. Use a blanket purchase order when the same vendor will supply approved products or services repeatedly under agreed dates, prices, or limits.

More Purchase Order Templates

Choose a template for the way your business buys, or return to the main guide for formats, purchase order types, and step-by-step help.

• Free Purchase Order Template
• Construction Purchase Order Template
• Contractor Purchase Order Template
• Small Business Purchase Order Template

Product Purchase Order Template FAQs

• What is a product purchase order?

  A product purchase order is a document you send to a vendor to order physical goods. It records the products, quantities, prices, shipping details, delivery date, and terms your business approved.

• What should a product purchase order include?

  Include your business and vendor details, a PO number, the order date, product descriptions or codes, quantities, units, unit prices, discounts, taxes and shipping when they apply, the total, ship-to address, requested delivery date, payment terms, and notes.

• Can I use this template for inventory purchases?

  Yes. Use the template for inventory, supplies, wholesale goods, raw materials, parts, tools, equipment, and other physical products your business buys from a vendor.

• Should I include SKUs or product codes on the purchase order?

  Include a SKU, vendor item number, part number, or model when it helps identify the exact product. Add the unit, size, color, grade, or packaging details when the vendor sells similar versions.

• What is the difference between a product and service purchase order?

  A product purchase order covers physical goods and focuses on item descriptions, quantities, unit prices, and shipping. A service purchase order covers work and focuses on the scope, rates or agreed price, dates, location, and deliverables.

• Can I add instructions for substitutions, partial shipments, or back orders?

  Yes. Add notes that tell the vendor whether substitutions are allowed and whether you will accept partial shipments or back-ordered items. Include a contact person for questions or approval.

• Can I download, print, or email the product purchase order?

  Yes. You can email the product purchase order from Docelf and see when the vendor opens it. You can also print the order or download it as a PDF.

• Is the product purchase order template free?

  You can try every Docelf feature and create unlimited documents free for 14 days. No credit card is required, and the trial does not become a paid subscription automatically. If you do not upgrade, access simply ends when the trial expires.