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Free Purchase Order Template for Excel

A ready-to-use .xlsx purchase order with real formulas: change a quantity or a unit price and the line amount, subtotal, tax and order total update by themselves. Download it blank, or fill it in online first and download it finished.

Fill it in online first

Free. No sign-up, no email, no watermark.

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Harbor & Pine Café
1205 S Congress Ave, Austin, TX 78704
(512) 555-0188 · orders@harborpine.com
PURCHASE ORDER
No. PO-001
ISSUE DATEOct 5, 2026
DELIVERY DATEOct 16, 2026
TERMSNet 30
TOTAL$619.00
VENDORMarcus LeeLone Star Restaurant Supply7800 Burleson Rd, Austin, TX 78744sales@lonestarsupply.com · (512) 555-0131
PROJECTCafé supplies restockPaper goods for November and a grinder part.
DESCRIPTIONQTYRATEAMOUNT
12 oz paper hot cupsSKU HC-12, case of 1,000
4 case62.00248.00
Hot cup lids, 12-20 ozSKU LD-1220, case of 1,000
4 case38.00152.00
Compostable napkinsSKU NP-500, case of 6,000
2 case45.0090.00
Commercial grinder burr setPart GB-64
1 each129.00129.00
DELIVERY AND TERMSShip to: Harbor & Pine Café, Receiving, 1205 S Congress Ave, Austin, TX 78704Payment terms: Net 30Shipping: Vendor truck, FOB destinationRequested by: Ana Ruiz, Manager
Subtotal$619.00
Order total$619.00
TERMSPlease confirm this order, the prices and the delivery date. Quote the PO number on your invoice, packing slip and all correspondence. Goods not matching this order may be returned.
Thank you for your business.Deliver to the back door, Monday to Friday, 7 am to 2 pm. Call on arrival.
Authorized by: ____________________ Date: ________

Preview with example details. The download is blank, ready for yours.

What's in the Excel file

  • Line amounts are formulas: quantity × unit price, rounded to the cent.
  • Subtotal, tax and the order total are formulas too. Change the tax rate cell and the tax updates.
  • PO number, order date and a deliver-by date at the top.
  • Your business (the buyer) and the vendor's details, plus ship-to, payment terms, shipping and requested-by lines.
  • Space for notes, terms and an authorization signature.

How to use it in Microsoft Excel

  1. 1

    Download and open it

    Open the .xlsx in Excel. If Excel shows a yellow Protected View bar, click Enable Editing.

  2. 2

    Fill in both parties

    Add your business details, the vendor's company and address, and where the order should be shipped.

  3. 3

    Number and date it

    Give it a PO number (PO-001, PO-002 and so on), the order date and the date you need delivery by.

  4. 4

    List the items

    Type a description and SKU, quantity and unit price on each line. The amount, subtotal and total fill in by themselves.

  5. 5

    Save it as a PDF and send

    Choose File > Save As > PDF (or File > Export on a Mac) and email it to the vendor. Keep the .xlsx to track the order.

Last updated · By Yasir Arfat

Excel template or the online builder?

The Excel template

  • Works offline in Microsoft Excel
  • Totals calculate with formulas
  • You number each purchase order and save the PDF yourself

The free online builder

  • Totals, tax and numbering done for you
  • Remembers your business details and logo
  • Download as PDF, Word and Excel in one click
Fill it in online free

Questions about the Excel purchase order template

Is it really free?

Yes. The download is free, with no sign-up, no email and no watermark. The online builder is free too.

What's the difference between a purchase order and an invoice?

You (the buyer) send a purchase order before delivery to place the order. The vendor sends an invoice after delivery to ask for payment, quoting your PO number so you can match the two.

Does it open in Google Sheets?

Yes. Upload the .xlsx to Google Drive and open it with Google Sheets, or open it in Apple Numbers. The totals keep working.

How do I add more lines?

Insert a row inside the item table (right-click a row number > Insert) and copy the formula from the amount cell above. Or use the online maker, which adds lines for you.

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