PDF Tools
Purchase Order Generator (PDF)
Create a purchase order PDF from the buyer’s side: supplier and delivery details, line items with HSN/SAC, freight and packing charges, GST or VAT, Incoterms, an inspection clause and an authorised signatory block.
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Tips
- A purchase order is an offer to buy. It becomes a binding contract the moment the supplier accepts it — by acknowledging it, or simply by starting to supply against it. Everything you would want in that contract has to be on the order, which is why the terms, the Incoterm and the inspection clause are printed rather than assumed.
- Line items read from the right: description, HSN/SAC, quantity, unit, rate, discount%. Only the quantity and the rate are required, so "Consulting, 2, 500" works here exactly as it does in the Invoice and Quotation tools, and the description may contain commas.
- Freight, packing and other charges are listed separately but added to the taxable value before tax, because a charge the supplier recovers from you is part of the consideration for the supply.
- An Incoterm means nothing without the place that follows it. “DAP” does not say where delivery happens; “DAP Bengaluru 560025” does, and that is the line an insurer or a court will read.
- Quote your own PO number, not the supplier’s reference, on the order. Every invoice, challan and packing list that comes back should carry it, which is what makes a three-way match possible later.
- The standard PDF fonts cover Western European characters only, so the rupee sign cannot be drawn. Amounts are marked Rs, which every bank and auditor reads the same way. Pound, dollar and euro signs do print.
- Everything is drawn on your device, so supplier names, prices and delivery addresses never leave it.
Frequently asked questions
Is a purchase order legally binding?
On its own it is an offer, not a contract. It binds both sides once the supplier accepts it — by acknowledging it in writing, or by acting on it. That is why this order carries an acknowledgement deadline and a validity period: an offer left open for ever is a liability, and an order accepted on the supplier’s terms rather than yours is a different contract from the one you meant to make.
What is the difference between a purchase order and a proforma invoice?
They face in opposite directions. A proforma invoice comes from the seller, offering to supply; a purchase order comes from the buyer, offering to buy. In practice a supplier sends a quotation or proforma, the buyer raises a PO quoting its reference, and the supplier then issues a tax invoice against the PO.
Does the delivery address have to match the buyer’s address?
No, and it often should not. Goods are frequently delivered to a site, a warehouse or a third party while the invoice goes to the registered office. Under Indian GST that is a “bill to — ship to” supply, and the delivery address on the order is what the supplier must put on the e-way bill. Switch the delivery address control to “Use the address below” and type it in.
Should tax be shown on a purchase order at all?
Showing it is the safer habit. The tax is the supplier’s to charge and account for, but putting the expected rate and split on the order means an invoice that arrives with a different figure gets questioned before it is paid, not after.
Can different line items carry different tax rates?
Not in this version. One rate applies to the whole order, which covers most orders but not a mixed basket where a 5% item and an 18% item sit on the same page. Where the rates differ, raise one order per rate, or order the goods net and state the expected rates in the terms. The arithmetic on the page always reconciles to the rate it shows.
How many line items fit?
As many as you need, up to 200. The table continues onto further pages with the column headings repeated and “Page n of m” in the footer; the totals, terms and signature block print once, at the end.
Sources, and when this was last checked
The rules, rates and thresholds this tool applies were last checked on . They change — usually at a Budget or a notification, sometimes between one. Anything you are going to rely on, check against the source.