Purchase Order Generator

It converts a verbal or emailed agreement into a numbered document both sides can point at. Once the supplier accepts it, the PO is a contract: agreed items, agreed quantities, agreed prices, agreed delivery date. Most disputes about "what we ordered" exist because nobody issued one.

Accounts payable check the purchase order, the goods-received note and the supplier invoice against each other before paying. All three must agree on quantity and price. It is the standard control against overbilling, and it only works if the PO number is on the invoice — which is why the default note asks the supplier to quote it.

Sequentially, with no gaps, and never reuse a number. A prefix plus year plus running count — PO-2026-0043 — sorts correctly and makes the year obvious at a glance. Gaps in the sequence are the first thing an auditor asks about.

It becomes binding when the supplier accepts it, either explicitly or by starting to fulfil it. Before acceptance it is an offer. This is why the terms field matters — anything you want to be part of the contract must be on the document, not agreed separately by phone.

The buyer issues the purchase order to say what they want; the seller issues the invoice to ask for payment for what they supplied. They flow in opposite directions and should reference each other.

Yes, and you generally should when the supplier is registered, so the expected total matches what their invoice will show. Set the rate and, for Indian intra-state supply, the CGST + SGST split.

No. The document is built entirely in your browser. Supplier pricing is commercially sensitive and never leaves your machine.