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Purchase order

Make a purchase order by typing on the page: your letterhead, the supplier, ship-to, items and prices with the total in words, delivery date and approval. Free PDF.

How to fill in this purchase order

  1. 1Company name
    e.g. Bautista Food Corp.
  2. 2Company address
    e.g. 22 J.P. Rizal St., Brgy. Malanday, Marikina City
  3. 3TIN line
    e.g. VAT REG. TIN 456-789-123-00000
  4. 4Phone and email
    e.g. (02) 8941 2280 · purchasing@bautistafood.ph
  5. 5PO number
    e.g. PO-2026-0312
  6. 6Date
    e.g. November 12, 2026

What a purchase order should state

A supplier ships what the PO says and an auditor pays what it says, so leave nothing to memory.

  • Your company's name, address and TIN, and a PO number that follows your last one.
  • The supplier's name and address exactly as on its invoices.
  • Where to deliver, and who receives it there.
  • Each item with brand, size or specification, quantity, unit and unit price.
  • The delivery date, payment terms, and whether prices include VAT.
  • Who prepared and who approved it — and a line for the supplier's conforme.

From order to payment: the three-way match

Before paying, accounting matches three papers: this PO, the supplier's delivery receipt signed by your receiving staff, and the supplier's sales invoice. Quantities, items and prices should agree on all three.

Short or damaged deliveries are noted on the delivery receipt, and you pay only for what was accepted.

Questions people ask

Is a purchase order a contract?

Once the supplier signs the conforme — or delivers against it — the PO is the written agreement on what is bought, at what price, by when and on what terms. Keep the signed copy with the delivery receipt and the sales invoice; the three together support the payment.

Is a purchase order an invoice?

No. The PO is the buyer's order. The supplier bills with its own BIR-registered sales invoice, which should quote your PO number. Pay against the invoice, never against the PO alone.

Should the prices include VAT?

Say which, in the terms. Most Philippine POs state "prices are VAT-inclusive" so the total matches the supplier's invoice. If the supplier is non-VAT, the invoice will show no VAT line.

Can I keep my company letterhead for the next PO?

Yes. Save the PO to My Desk; next time open it, change the number, the supplier and the items, and download. Saved papers are encrypted — we never read them.

This page explains common practice and is not legal advice. Offices set their own rules — when in doubt, call ahead or ask your notary or lawyer.