What information does a purchase order need?

A supplier name, item description, quantity, unit price, required-by date, budget code, and the requester's department. Approval checkboxes make sign-off explicit.

Can finance calculate order totals automatically?

Yes. SharaForms supports number fields and calculations, so total cost can be computed from quantity multiplied by unit price as the requester types.

How do we keep an audit trail?

Every submission is stored with a timestamp and the requester's details, and can be exported to CSV for reconciliation during month-end close or audits.

Templates

Purchase Order Form Template

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Purchase Order Request

Requested By*

Work Email*

Department*

Supplier / Vendor*

Item Description & Line Items*

+5 more fields

Purchase Order Form Template

A purchase order form template for teams to request purchases, capture approvals, and keep procurement auditable.

New Order FormsRequest FormsE-commerce FormsBusiness Forms

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✓ Core features 100% free
✓ No credit card required
✓ No submissions limit on Free plan

Our Purchase Order Form Template standardizes purchase requests with supplier details, line items, budget codes, and required approvals.

Why and when to use a purchase order form

Untracked spending causes budget overruns and duplicate orders. A PO form creates one auditable record per purchase: what is being bought, from whom, at what cost, and who approved it.

Who is this template for

Procurement teams, office managers, and finance departments in companies that want spend discipline without enterprise ERP overhead.

Why SharaForms is the best tool for this form

Requests notify procurement instantly, quantity and unit-price fields support basic calculations, and every approved order remains searchable with its full history.

Best practices for order forms

Anchor each product with a photo and one-line description
Show a live running total so buyers trust the math
Cap quantities per order to protect your inventory
Close with delivery expectations, not just a thank you

Common mistakes to avoid

Listing products without prices next to the selector
Asking for account creation before the order details
Hiding shipping costs until after submission
Forgetting to limit sizes or variants you cannot supply

Frequently asked questions about the Purchase Order Form template

Everything you need to know about this template.

What information does a purchase order need?: A supplier name, item description, quantity, unit price, required-by date, budget code, and the requester's department. Approval checkboxes make sign-off explicit.
Can finance calculate order totals automatically?: Yes. SharaForms supports number fields and calculations, so total cost can be computed from quantity multiplied by unit price as the requester types.
How do we keep an audit trail?: Every submission is stored with a timestamp and the requester's details, and can be exported to CSV for reconciliation during month-end close or audits.