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How to make a purchase order in 3 steps

1. 1

   Add your business and the vendor

   Your business is the buyer. Add the vendor’s name and address, and a ship-to address if the goods go somewhere else.

2. 2

   List what you are ordering

   Item number, description, quantity, unit and unit price for each line. The subtotal, discount, tax, shipping and total are worked out for you.

3. 3

   Set the terms, sign and send

   Payment terms, how it ships and the delivery date. Sign, then print, save as PDF or share the file with the vendor.

What a purchase order should include

• Your business name and address (the buyer), and the vendor’s
• A purchase order number, the date and the date you need the goods by
• Where to ship, if it is not your main address
• Each item: item number, description, quantity, unit and unit price
• Subtotal, any discount, tax, shipping and the total
• Payment terms (for example Net 30) and shipping terms
• Who ordered and an authorized signature

Quote, purchase order, packing slip, invoice

• A quote or estimate comes from the vendor: what they can supply and at what price.
• A purchase order comes from you, the buyer: what you want to buy, how many, at what price and when.
• A packing slip comes with the goods: what is in the box, so you can check it on arrival.
• An invoice comes from the vendor after shipping: what you owe and when to pay.
• Many businesses match the three papers before paying: the purchase order, the packing slip or delivery note, and the invoice. If the quantities and prices agree, the invoice is paid.

Payment and shipping terms

Net 30 means the full amount is due 30 days after the invoice date (Net 15, Net 60 work the same way). Due on receipt means pay when the invoice arrives; cash on delivery means pay when the goods arrive.

FOB (“free on board”) says where the vendor’s job ends. In most US states, under the sale-of-goods rules of the Uniform Commercial Code, FOB the place of shipment means the vendor bears the cost and risk only until the goods are handed to the carrier; FOB destination means the vendor bears the cost and risk of getting them to you (Texas Business & Commerce Code § 2.319, for example). Who pays the freight can still be agreed separately, so write it down.

For orders from another country, businesses often use Incoterms instead, such as DAP (delivered at place). If you use them, write the term and the place, for example “DAP Burlington, VT”.

When a purchase order becomes a contract

A purchase order is usually an offer to buy. Under the same Uniform Commercial Code rules, an order for prompt shipment can be accepted either by a prompt promise to ship or by shipping the goods (Texas Business & Commerce Code § 2.206). Once accepted, it is a contract.

A contract for goods of $500 or more generally needs something in writing, signed by the side it is enforced against (§ 2.201). Between businesses, a written confirmation sent within a reasonable time can count unless the other side objects in writing within 10 days.

If the vendor accepts but adds or changes terms (on its own form, for example), it can still be a contract; between businesses some added terms become part of it unless you object (§ 2.207). Read the vendor’s confirmation, and tick “Vendor acceptance” to ask them to sign your copy.

These are general rules that most states share, shown here from the Texas code. This page is general information, not legal advice.

Checked in October 2026. This page is general information, not legal advice. Rules differ from state to state and change over time.

• Texas Business & Commerce Code, chapter 2 (sales of goods): §§ 2.201, 2.206, 2.207, 2.319 (Texas Legislature)