How to Fill Out a Purchase Order Form (Field-by-Field Guide)
The complete field-by-field guide to filling out a purchase order form - with what each field means and common mistakes to avoid
How to Fill Out a Purchase Order Form: Quick Answer
To fill out a purchase order form, complete the header (PO number, issue and delivery dates, payment terms), the buyer and vendor blocks (names, addresses, contacts, tax IDs), the ship-to address, the line items (item, quantity, unit price, amount), and the totals (subtotal, tax, freight, grand total). Sign and send the completed PO to the supplier. The free AuraVMS purchase order generator walks you through every field and calculates totals automatically.
The Header Block
The header captures the PO's identity and commercial terms:
- PO number - unique identifier (e.g. PO-2026-0042). See purchase order number.
- Issue date - when the PO is created
- Delivery date - when goods are required
- Payment terms - e.g. Net 30, Net 60, 2/10 Net 30
- Incoterms - e.g. FOB Origin, DDP (delivery responsibility)
Buyer and Vendor Blocks
Fill in both parties completely - missing details cause delays:
- Buyer block - your company name, address, contact name, email, phone, and tax ID (EIN, GST, VAT)
- Vendor block - the supplier's company name, address, contact, and tax ID
Add a logo to the buyer block for a professional look. The AuraVMS generator supports logo upload and custom fields for both parties.
Shipping Details
The ship-to block tells the supplier where to deliver:
- Ship-to address - warehouse, office, or job site
- Ship-from address - if different from the vendor's main address
- Transport details - carrier, mode (road/air/sea), expected freight cost
Line Items
Line items are the heart of the PO. For each line, fill in:
- Item name and description - be specific (e.g. 'Grade A 12mm steel rods', not 'steel')
- Quantity - number of units
- Unit of measure - kg, pcs, hrs, boxes
- Unit price - agreed price per unit
- Tax rate - per line if applicable
- Amount - quantity x unit price (the tool calculates this)
Totals and Terms
The totals block sums everything up. Confirm subtotal, taxes, freight, and grand total. Add any terms and conditions (e.g. quality standards, late-delivery penalties, warranty) in the terms section. A complete purchase order format has all of these.
Common Mistakes to Avoid
- Vague descriptions - always specify grade, size, model, color
- Missing PO number - makes tracking and matching impossible
- No delivery date - leads to shipment delays
- No Incoterms - creates freight cost disputes
- Missing tax ID - blocks payment in many jurisdictions
- Forgetting the approval signature - unapproved POs are not valid
Frequently Asked Questions
What fields are required on a purchase order?
A purchase order requires a unique PO number, issue and delivery dates, buyer and vendor names and addresses, ship-to address, line items with quantities and unit prices, subtotal, taxes, and grand total, plus payment terms and Incoterms. See purchase order format for the complete field list.
How do I fill out a purchase order correctly?
Complete the header (PO number, dates, terms), buyer and vendor blocks (names, addresses, tax IDs), ship-to address, line items with specific descriptions and quantities, and totals. Sign the PO and send it to the supplier for acknowledgment. Use a structured form or the AuraVMS generator to avoid missing fields.
What is the difference between a purchase order and a purchase requisition?
A purchase requisition is an internal request that goes through approval. A purchase order is the external commitment sent to the supplier after the requisition is approved. You fill out the requisition form internally; you fill out the PO to send to the supplier. See purchase requisition.
Can I fill out a purchase order online for free?
Yes. The free AuraVMS purchase order generator is an online form that walks you through every field, calculates totals automatically, and downloads a print-ready PDF - no signup or payment required.
What goes in the line items section of a purchase order?
Each line item includes: item name, specific description (grade, size, model), quantity, unit of measure (kg, pcs, hrs), unit price, tax rate, and line amount (quantity x unit price). Be specific in descriptions to avoid receiving the wrong goods.