Buyer and vendor
Show the legal or trading names, contacts, billing address, vendor address, and ship-to location so each party and destination are clear.
Completed PO Example
Sample Purchase Order: Completed PO Example
See how buyer, vendor, item, delivery, total, payment, and approval details fit together before creating your own purchase order.
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What is a sample purchase order?
A sample purchase order is a completed example of the document a buyer sends to authorize a vendor order. It shows the PO number, parties, items, quantities, prices, delivery, terms, approval, and authorized total in the order they normally appear.
Completed example
Purchase Order
PO-2026-041
Authorized purchasing record
Purchase order
PO-2026-041
Buyer
Northwind Creative LLC
Vendor
Apex Office Supply
Order date
October 8, 2026
Required by
October 22, 2026
Ship to
240 Market Street, Suite 500
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Ergonomic office chair | 4 | $280.00 | $1,120.00 |
| Height-adjustable desk | 4 | $420.00 | $1,680.00 |
| Delivery and assembly | 1 | $150.00 | $150.00 |
| Subtotal | $2,950.00 | ||
| Tax | Per vendor invoice | ||
| Authorized total | $2,950.00 plus applicable tax |
Delivery
Deliver and assemble during business hours. Confirm the date with the buyer before dispatch.
Payment and approval
Net 30 after accepted invoice. Vendor invoice must reference PO-2026-041. Changes require buyer approval.
Required structure
What to include in a purchase order
PO identity and dates
Assign a unique PO number, order date, requested delivery date, requester, department, project, or budget code.
Items and authorized cost
List each product or service, description, SKU when useful, quantity, unit price, line amount, subtotal, tax treatment, shipping, and authorized total.
Delivery, payment, and approval
State delivery instructions, payment terms, quote reference, approver, change authorization, and the PO number the vendor should place on its invoice.
Match the PO to delivery and invoice
Keep the purchase order with the receiving record and vendor invoice. Compare item, quantity, price, delivery, and PO number before approving payment.
- 1Purchase order approved
- 2Goods or services received
- 3Vendor invoice matched
Document comparison
Purchase order vs quote vs invoice
| Document | Created by | Timing | Purpose |
|---|---|---|---|
| Purchase order | Buyer | Before delivery | Authorizes a defined order and spending limit |
| Quote | Seller | Before approval | Offers defined products, services, and pricing |
| Invoice | Seller | After delivery or a billing milestone | Requests payment for supplied goods or services |
Five steps
How to complete your purchase order
- 1
Add the buyer, vendor, billing contact, and delivery destination.
- 2
Assign the PO number, order date, requested delivery date, and internal reference.
- 3
Itemize the products or services with quantities, unit prices, and line amounts.
- 4
Show the subtotal, tax treatment, shipping, discounts, and maximum authorized total.
- 5
Add delivery instructions, payment terms, approval, and invoice-matching requirements before sending the PO to the vendor.
Common questions
Sample purchase order FAQ
What does a sample purchase order show?
A useful sample shows the buyer, vendor, PO number, dates, ship-to address, item descriptions, quantities, unit prices, line totals, subtotal, tax treatment, shipping, authorized total, delivery terms, payment terms, and approval details.
Who creates a purchase order?
The buyer normally creates and approves the purchase order before the vendor supplies the goods or services. The vendor later references the PO number on its invoice.
Is a purchase order the same as an invoice?
No. A purchase order authorizes a planned purchase, while an invoice requests payment for goods or services delivered. Teams often compare the PO, receiving record, and invoice before payment.
Should tax be included on a purchase order?
Include the expected tax treatment when it is known. If the final tax depends on the vendor invoice or delivery location, state that clearly and keep the approved subtotal or spending limit unambiguous.
Can I edit this sample purchase order?
Yes. Use the standard PO template or free purchase order generator, replace the sample buyer, vendor, items, dates, delivery, and terms, then review the authorized total before sending it.
Replace the sample with your real order
Use the online generator for a new PO or open the standard purchase order template when you want a reusable layout.