Free Purchase Order Generator
Create a vendor-ready purchase order in a couple of minutes. Pick the site it ships to, add lines with pack sizes and cost centres, and download a PDF that accounts payable can match against the invoice.
- No sign-up
- PDF + CSV
- Multi-site ship-to
- Runs in your browser
Step by step
How to create a purchase order
- 01
Add your ship-to sites
Each site gets a short code, such as DTN for Downtown, and its own run of PO numbers: DTN-0001, DTN-0002.
- 02
Enter your company and the vendor
Your legal name and billing details, and the supplier the order is going to.
- 03
Fill in the order details
Issue date, required-by date, payment and freight terms, shipping method and currency.
- 04
Add the lines
Item, quantity, pack size, unit price and cost centre for each line.
- 05
Add notes and authorisation
Notes to the vendor, such as substitution or invoicing instructions, and who requested and authorised the order.
- 06
Download the PDF or CSV
Send the PDF to the vendor. The next PO for that site gets the next number.
Method
Built around how multi-site organisations buy
Most PO templates assume one buyer, one address and one unit of measure. Restaurant groups, hospital systems and contractors usually have a central team paying invoices while each site receives its own deliveries.
This generator separates bill-to (your accounts payable office) from ship-to (the site receiving the goods), numbers POs by site, and prints each site’s receiving hours and dock instructions so drivers arrive at the right door.
Each line records the order unit and the eaches in it, plus a cost centre for coding. Tax applies only to lines you mark as taxable, after any discount, which is how most sales-tax rules work for mixed food and supply orders.
From one site to every site
One template works for one site. With twenty sites, the same orders get typed twenty times.
In Bollard, each site’s purchase orders are drafted from its par levels, approved according to your spending limits, sent to the vendor and matched automatically against what arrives at the dock.
- POs drafted from live stock counts and par levels
- Approval routing by amount, category and site
- Contracted catalogs, so sites buy at agreed prices
- Receipts and invoices matched to the PO without manual checking
Questions
Frequently asked
Is this purchase order generator really free?+
Yes. There is no sign-up, watermark or limit on how many POs you create. The PDF and CSV are generated in your browser, so nothing is uploaded to a server.
What should a purchase order include?+
A unique PO number, issue and required-by dates, buyer and vendor details, the ship-to and bill-to addresses, each line item with SKU, quantity, unit and price, payment and freight terms, totals including tax and freight, and the name of the person who authorised it. This generator includes all of them.
How are PO numbers assigned?+
Each ship-to site has a short code, such as DTN for Downtown, and POs are numbered DTN-0001, DTN-0002 and so on. The number is used once you download the PDF, so the next PO for that site gets the next number. You can also type your own number at any time.
Can I ship to a different site from the one that pays the bill?+
Yes. The bill-to address belongs to your company (usually central accounts payable). The ship-to address comes from the site you choose, and that site’s receiving hours and dock instructions are printed on the PO.
How do pack sizes work?+
Order in the unit your vendor sells (a case, bag or box) and enter how many eaches are in it. The generator shows the total eaches and the cost per each, so you can compare a case of 6 with a case of 12 on the same basis.
Where is my data stored?+
Your company details, sites and current PO are saved in this browser’s local storage so they are there next time. Clearing your browser data removes them. Nothing is sent to Bollard.
Related tools
All tools- Goods Receiving Note GeneratorRecord what arrived against the PO, including shorts, damage and temperatures, and get it signed.
- Three-Way Match Tolerance CalculatorTest price and quantity tolerances to balance exception workload against invoice leakage.
- PO Invoice GeneratorInvoices with the PO references and ship-to sites that enterprise accounts payable teams check for.
- Approval Matrix BuilderSet approval thresholds by role, category and site, and catch segregation-of-duties conflicts.
Free tools
Calculators and document builders for organisations that buy across many sites.
Runs in your browser
I. Spend & Leakage
II. Purchasing Documents
III. Inventory & Stock
IV. Governance & Controls
Free tools, no sign-up. Your figures are processed in your browser and are not uploaded to a server unless you ask us to email you a result. Results are estimates for planning and do not constitute financial, legal or tax advice.