What to Include on a Purchase Order
By the docmonkee team · Updated July 13, 2026 · 6 min read
A purchase order is the buyer's half of a clean transaction: a numbered document that tells a vendor exactly what you want, in what quantities, at what agreed prices, delivered where and when. When the vendor's invoice arrives later, you check it against the PO — and pay with confidence.
Most PO problems trace back to a missing field. This checklist covers everything a complete purchase order needs, in the order a vendor reads it.
The complete purchase order checklist
- Buyer details — your business name, address, and contact person
- Vendor details — the supplier's name and address, matching their records
- A unique PO number the vendor can quote on their invoice
- Order date
- Itemized lines — description, quantity, unit of measure, unit cost, line total
- Ship-to address (especially when it differs from billing)
- Requested delivery date or window
- Subtotal, tax, freight, and the authorized total
- Payment terms you've agreed with the vendor
- Notes — receiving instructions, project reference, approvals
The PO number: small field, big job
The PO number is what ties the whole paper trail together. The vendor puts it on their invoice; you match invoice to PO before paying; your bookkeeper matches both to the delivery. Keep numbering sequential (PO-000101, PO-000102, …) and never reuse a number.
If you reference a project or job on the PO too, internal approvals and cost tracking get easier — construction and trades businesses especially benefit from tying every order to a job site.
Line items: specific beats short
Every item gets its own line with a quantity, a unit, and a unit cost. "Framing lumber 2x4x8 — 120 pieces @ $4.85" can be received and verified; "lumber — $582" cannot. Use the vendor's own product names or SKUs where you can — it removes a whole category of fulfillment errors.
Keep freight, handling, and rush fees as separate lines rather than baked into product prices, so the vendor's invoice maps cleanly to your order.
Delivery details prevent most follow-up calls
State where the order should arrive, when, and who to contact on site. If delivery has quirks — a loading dock, a gate code, a receiving window — put them in the notes. Vendors fulfill hundreds of orders; the POs with clear delivery instructions are the ones that arrive right.
Common purchase order mistakes
- No PO number, so the vendor's invoice can't be matched to anything
- Quantities without units — 40 what? Sticks, sheets, boxes, yards?
- Missing ship-to address when it differs from your billing address
- Vague descriptions that invite substitutions
- Paying vendor invoices without checking them against the PO
Create a purchase order in minutes
Docmonkee's free purchase order generator handles the layout and math — you fill in the vendor, items, and delivery details, then print or download a PDF free. A free account adds saving and sending.
Put this into practice
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Frequently asked questions
What is the most important field on a purchase order?
The PO number. It's the reference that connects your order, the vendor's invoice, and the delivery — the whole point of using purchase orders is being able to match those three.
Who approves a purchase order?
In small businesses, usually the owner or manager placing the order. If someone orders on the company's behalf, note the approver on the PO so there's a record of authorization.
Do purchase orders need terms and conditions?
Include the payment terms you've agreed (like Net 30) and any delivery requirements. Long legal terms are optional for most small-business orders; clarity about items, prices, and delivery matters more.