เครื่องมือสร้างใบสั่งซื้อฟรี - ดาวน์โหลด PDF | InvoiceBean

A purchase order (PO) is the document a buyer sends to a seller to formally commit to buying goods or services at agreed prices. Procurement teams, retailers, restaurants, and manufacturers use POs to control spending, give finance a heads-up that an obligation is forming, and make sure the warehouse only accepts deliveries that were actually authorized. The moment the seller accepts a PO — either explicitly or by shipping the goods — it becomes a legally binding contract, which is why precise wording matters. InvoiceBean's free purchase order generator helps small businesses produce a professional PO without expensive procurement software: enter the vendor, ship-to address, required delivery date, and line items, and download a clean PDF you can send by email or attach to a vendor portal entry. The tool runs entirely in your browser with no signup.

Required Fields Explained

PO number

A unique sequential number such as PO-2026-001 that lets vendors quote it on their packing slip and invoice for clean three-way matching.

Order date and required delivery date

When the order is placed and when goods must arrive — the second date defines the vendor's commitment.

Buyer (bill-to) details

Your company name, billing address, and accounts-payable contact so the vendor knows where to invoice.

Vendor / supplier details

Vendor name, address, and any vendor reference number you have on file.

Ship-to address

Where the goods physically need to land; often different from the bill-to (e.g. a warehouse vs. head office).

Line items

Each product with quantity, unit price, and (where relevant) the SKU agreed during quotation.

Shipping terms and method

Incoterms (FOB, DDP, etc.) and the carrier or service level so freight costs are not disputed later.

How This Differs From Other Documents

A purchase order is the buyer's mirror image of an invoice. The PO is issued before goods are shipped and authorizes the seller to ship; the invoice is issued after shipment and demands payment. Compared with an estimate, a PO is binding once accepted, while an estimate is just a price proposal from the seller. A PO is also distinct from a delivery note — the delivery note travels with the shipment and confirms what was actually delivered, whereas the PO sets out what was supposed to be delivered. Mature procurement teams use "three-way matching": PO, delivery note, and invoice must all agree before the invoice is paid. POs themselves do not record revenue or expense in the books — they are a control document — but they reserve budget so that finance can see committed spend before it becomes actual spend.

Best Practices

• Number POs with a stable prefix and never reuse a number; reused numbers break three-way matching downstream.
• Always state a required delivery date; vague POs that say "ASAP" are the most common cause of late-delivery disputes.
• Spell out the unit and pack size (each, box of 12, kg) so the vendor cannot ship a different unit and still claim to have fulfilled the PO.
• Reference the original quotation or estimate number where one exists, so the vendor can confirm pricing without a side conversation.
• Send POs through a single channel (email or portal) and keep a copy in your accounting system the same day they are issued.

FAQ

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