Free Online Purchase Order Generator

Simplify your purchasing process with Vyapar’s FREE purchase order software! Try Vyapar purchase order generator App to create PO online instantly in just 1 minute.

Free Online Purchase Order Generator
Free Online Purchase Order Generator

Create Purchase Order Online

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Purchase Order
#

Purchase Order to:

S.N. Item Quantity Unit Rate Amount
1 ₹ ₹

Does your Purchase Order include GST?

Total :   ₹
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How to Create a PO Online Using
Purchase Order Management Software

Enter Business Details
Enter Vendor Details
Update PO details
Input Item Details
Preview
Get started with Vyapar's purchase order maker and add all your business details like logo, name, GST details, address, and any additional information which is necessary for your business.

Purchase Order Requirements to Generate PO on
Vyapar Management Software

Purchase Order Requirements Image

To create a purchase order on Vyapar, the following
key requirements are necessary:

Supplier Information

Purchase Order Number

Date of the Purchase Order

Items or Products Details

Delivery Details

Total Amount with Tax Calculation


Other Optional Details:

Terms and Conditions

Payment Mode & Due Date

Top Features of an Effective Free Purchase Order App

Features, Convert PO to Final Purchase

Convert PO to
Final Purchase

Features, Vendor / Client Management

Vendor / Client
Management

Feature, Duplicate Repeated Orders

Duplicate Repeated
Orders

Feature, Instant Order Sharing

Instant Order
Sharing

Feature, Branding & Customisation

Branding &
Customisation

Feature, Smart Inventory Tracking

Smart Inventory
Tracking

Feature, Mobile Accessibility

Mobile Accessibility

Feature, Seamless Multi-User Access

Seamless Multi-User
Access

Feature, Accounting-Integrated Business Report

Accounting-Integrated
Business Report

Feature, Expense Tracking

Expense Tracking

What Makes Vyapar Purchase Order Software
Best For Small Businesses

A purchase order software can help in handling multiple orders. Using Vyapar’s free purchase order software, you can bring all your accounting, inventory and invoicing requirements under one umbrella.

Our purchase order generator software is capable of providing full customization features to generate po online. It offers a user-friendly UI that makes it easier for anyone to use the app for all their accounting requirements. Following are the essential features of purchase order software:

Easy PO Conversion

Create and Manage Purchase Orders

Vyapar’s purchase order system makes it simple for businesses to create, modify, and manage purchase orders, ensuring accurate documentation and seamless supplier communication.

• Quick PO Creation – Generate a purchase order in seconds by selecting a supplier, adding products, and entering pricing, ensuring a streamlined procurement process.

• Auto-Fill Supplier Details – Save supplier data in Vyapar, allowing the system to auto-fill contact details, GST information, and payment terms in future orders.

• Instant PO Sharing – Send POs directly to suppliers via WhatsApp, email, or downloadable PDF, ensuring quick order processing.

Track Purchase Order Status

Track Purchase Order Status

Vyapar’s purchase order management system helps businesses monitor the real-time status of purchase orders, reducing delays and improving supplier coordination.

• Live PO Tracking – Easily check if a purchase order is pending, approved, or completed, keeping procurement in control.

• Marks Orders as Completed – Once items are delivered, the app updates the PO as "Order Completed" to ensure stock levels are accurately adjusted.

• Smart Search & Filters – Find any PO instantly using filters like supplier name, order status, or date, making record-keeping effortless.

Track Purchase Order Status
Supplier Management

Supplier Management

Managing suppliers is crucial for businesses. Vyapar helps track supplier details, order history, and payments, ensuring seamless procurement operations.

• Centralized Supplier Database – Store supplier names, GST details, and transaction history in one place for easy access.

• Monitor Payment & Credit Limits – Keep track of outstanding dues, credit limits, and payment terms, helping maintain cash flow control.

• Evaluate Supplier Performance – Track supplier reliability using delivery timelines, pricing trends, and order accuracy reports for informed decision-making.

Inventory Auto-Update

Inventory Auto-Update

Vyapar’s online purchase order system automatically updates inventory when purchase orders are received, preventing stock mismatches and ensuring real-time accuracy.

• Automatic Stock Addition – When a PO is marked as received, the stock levels update instantly, avoiding manual adjustments.

• Track Product Variants – Maintain separate inventory records for different sizes, colors, or brands, ensuring organized stock management.

• Receive Low Stock Alerts – Get automatic notifications when inventory levels are low, allowing businesses to reorder on time.

Inventory Auto-Update
GST-Compliant Purchase Orders

GST-Compliant Purchase Orders

Vyapar’s GST-ready purchase order system helps businesses create legally compliant POs while ensuring accurate tax calculations.

• Auto GST Calculation – Vyapar automatically applies CGST, SGST, or IGST based on supplier location and product tax category.

• Seamless GST Invoice Conversion – Convert purchase orders into GST-compliant invoices with one click, eliminating manual tax entries.

• Generate GST Reports – Purchases are automatically recorded in GST tax reports, simplifying compliance and tax filing.

Purchase Order Adjustment

Purchase Order Adjustment

Vyapar’s PO management tool allows businesses to modify orders before finalizing, ensuring pricing, taxes, and quantities are accurate.

• Modify Order Details – Adjust product quantities, and prices, or apply discounts before converting a PO into an invoice.

• Update Tax & Additional Charges – Edit GST, shipping, and packaging costs to ensure accurate billing before order confirmation.

• Partial Order Fulfillment – If only part of an order is received, mark the quantities received while keeping the PO open for pending deliveries.

Purchase Order Adjustment
Purchase Order to Purchase Conversion

Purchase Order to Purchase Conversion

Vyapar’s free purchase order software eliminates manual work by allowing businesses to convert purchase orders into invoices instantly.

• One-Click Invoice Generation – Convert an approved PO into a purchase invoice, reducing time and manual data entry.

• Auto-Fill Supplier & Product Info – The invoice automatically imports supplier details, GST, and product pricing from the PO.

• Maintain PO References – Keep POs linked to their invoices, ensuring clear purchase tracking and financial accuracy.

Seamless Multi-User Access

Multi-User Access

Vyapar’s cloud-enabled purchase order system allows businesses to assign roles and control access for multiple users, improving operational efficiency.

• Role-Based Access Control – Assign different roles like Admin, Manager, or Accountant, preventing unauthorized changes.

• Track User Activities – Monitor who created, edited, or approved a purchase order, ensuring accountability.

• Remote Access for Teams – Enable teams to manage POs from different locations, keeping all purchase data centralized.

Seamless Multi-User Access
Customizable PO Templates

Customizable PO Templates

Vyapar offers customizable purchase order templates, allowing businesses to create professional and brand-aligned purchase orders.

• Add Business Branding – Customize POs with company logos, GST numbers, and business contact details for a professional look.

• Define Custom PO Numbering – Set unique numbering formats for POs, ensuring better record-keeping and tracking.

• Include Payment & Delivery Terms – Ensure suppliers understand the agreement by adding custom payment deadlines and delivery instructions.

Payment Tracking

Payment Tracking

Vyapar simplifies supplier payment tracking, ensuring businesses can monitor dues, outstanding amounts, and paid invoices effectively.

• Record Full & Partial Payments – Log payments against purchase invoices, keeping expense records up-to-date.

• Monitor Outstanding Dues – View supplier-wise pending payments, ensuring timely settlements and avoiding late fees.

• Automated Due Date Reminders – Receive alerts for unpaid invoices, helping businesses maintain smooth cash flow.

Payment Tracking
Integration with Accounting & Billing

Integration with Accounting & Billing

Vyapar’s purchase order software for small businesses seamlessly integrates POs with accounting and billing for accurate expense tracking.

• Sync Purchases with Expenses – When a PO is converted into an invoice and marked as paid, the expense is automatically updated in reports.

• Generate Profit & Loss Reports – Track business expenses and procurement costs, ensuring better financial planning.

• GST-Compliant Financial Records – Purchases linked to GST tax reports allow businesses to claim input tax credits easily.

Supplier Performance Reports

Supplier Performance Reports

Vyapar provides data-driven supplier analytics, helping businesses evaluate supplier reliability and procurement trends.

• Analyze Order Fulfillment – Track how often suppliers deliver on time vs. delayed shipments, helping businesses choose reliable vendors.

• Monitor Pricing Trends – Compare supplier pricing changes over time to optimize cost-effective purchasing.

• Track Order Cancellations – Maintain records of supplier inconsistencies, reducing risks of unreliable partnerships.

Supplier Performance Reports
Purchase Return Management

Purchase Return Management

Vyapar simplifies purchase return processing, ensuring seamless refunds, replacements, and inventory adjustments.

• Create & Manage Purchase Returns – Easily initiate return requests for defective or incorrect items received from suppliers.

• Auto-Adjust Stock Levels – When a return is recorded, inventory is updated automatically, preventing mismatches.

• Track Refunds & Replacements – Maintain logs of whether the supplier issued a refund, credit note, or product replacement.

Multi-Location Purchase Tracking

Multi-Location Purchase Tracking

Vyapar’s multi-location PO tracking helps businesses manage procurement across multiple branches from a centralized system.

• Branch-Wise PO Management – Keep separate purchase records for each location while maintaining a centralized overview.

• Track Expenses by Location – Monitor branch-wise procurement expenses, ensuring cost efficiency.

• Inter-Branch Stock Transfers – Transfer inventory between branches while maintaining accurate purchase records.

Multi-Location Purchase Tracking

Vyapar PO Maker App vs Basic PO Creation Tool

Feature Normal Online PO Creation Tool Vyapar’s Purchase Order App
Templates Availability Limited Themes 25+ Themes
Customization Minimal options Full customization
Offline Access Requires internet Works offline
Expense Tracking Separate tools needed Integrated tracking
Inventory Sync Not available Real-time sync
Tax Compliance Manual calculations Automated GST compliance
Vendor Management Limited communication support Track vendor interactions
Invoice Matching Manual reconciliation Automated matching
Audit Support Difficult audit management Easy audit-ready reports
Mobile Access Limited mobile usability Mobile and desktop access
Cost Subscription or hidden fees Free purchase order generator

Generate Purchase Orders Faster, Smarter, and Stress-free

Purchase Order Creation
Purchase order templates

Vyapar Provides Ready to Use PO Templates for You

With Vyapar’s online purchase order maker, creating purchase orders is quick and easy with built-in templates. You can generate POs in formats like Excel, PDF, and more, depending on what suits your business. Whether you need to share the order digitally or print it for records, Vyapar has you covered. These ready-made templates save time and help avoid mistakes. Start using Vyapar’s purchase order templates today to simplify your ordering process!

How Does Process of Purchase Order Works?

Handling purchases for your business can feel overwhelming, but using an online purchase order app makes it much easier. Manually writing POs can lead to mistakes and delays, but with tools Vyapar, you can streamline the entire process.

With Vyapar’s purchase order maker app, you can handle all the following steps smoothly, saving time and reducing errors.
Let’s walk through the key steps of a typical purchase order process:

Creating the Purchase Order
Approval of the Purchase Order
Sending the Purchase Order to the Supplier
Agreement with the Vendor
Receiving the Goods
Receiving the Invoice
Closing the Order

Step 1: Once your company approves the need to buy something, you create a document with all the necessary details: product names, quantity, delivery timeline, payment terms, and estimated budget. You can decide with which supplier you want to do business.

Creating the PO

Why Every Business Needs a Purchase Order Program?

Whether you run a small business or manage a growing company, using a purchase order program brings essential benefits for both buyers and suppliers. Here’s how Vyapar’s purchase order software can streamline your operations:

✔ Track Orders and Payments Seamlessly:

Monitor product details, delivery schedules, and payment status in one place, ensuring smooth transactions.

✔ Accurate Expense and Budget Control:

Stay on top of your business finances by managing expenses and maintaining budget discipline with organized POs.

✔ Legal Documentation for Protection:

A purchase order acts as a contract, safeguarding both buyers and vendors from future disputes.

✔ Prevent Costly Errors:

Using a free purchase order generator minimizes the risk of mistakes that could lead to financial losses.

✔ Smooth Vendor Communication:

POs ensure clarity with suppliers, helping avoid confusion and streamlining operations.

✔ Simplify Vendor and Audit Processes:

Make vendor dealings hassle-free and reduce audit issues with well-maintained purchase orders.

✔ Generate Useful Spend Reports:

Use POs as a reliable source of information to monitor spending and analyze financial patterns.

Using Vyapar’s purchase order maker will make your purchasing process simpler and more organized.

Tips to Make a Great Purchase Order

PO guidelines are essential to eliminate any mistakes that can occur while handling a purchase order. However, along with creating PO guidelines for your team, you need to follow these steps to generate best purchase orders using free online purchase order generator:

1. Categorize and Prioritize

Mark the necessary products and services as a high priority, and classify the rest in categories — Mark expense restrictions to match the budget allocated to maintain cash flow in any category.

2. Keep Records

Keep records of all purchases made to help in auditing data. Vyapar can help keep a record of all data.

3. QA is a must

Have regular quality assurance checks to ensure the vendors are fulfilling the orders accurately.

4. Create a PO approval system

Implement a PO approval system to prevent financial mismanagement. It helps in avoiding placement of duplicate orders of the same products and services.

5. Maintain a vendor database

Maintain a vendor database with your entire purchase history. It will help select the right vendor for your future requirements.

FAQs

  • What is a purchase order?
    A purchase order (PO) is a formal request from a buyer to a supplier for goods or services. It specifies items, quantities, prices, delivery timelines, and payment terms.
  • How does a purchase order work?
    Purchase orders make transactions seamless with a PO cycle. Here are some steps that explain how it works.
    1. Buyer asks for quotations for any product and service requirements they have from multiple vendors.
    2. Buyer selects the vendor who can fulfill the order and yet provide the best deal.
    3. PO is created by the buyer and sent to vendor for approval. The vendor accepts if they can fulfill the order, deny if they cannot, or ask for a modification in other cases.
    4. If accepted, the seller sends back a pro-forma invoice with all details about the order and tracking id.
    5. Seller makes the delivery and sends an invoice to allow the buyer to pay as mutually agreed.
  • What does purchase order mean?
    A purchase order (PO) is a legal document that binds a seller and buyer in an agreement. It ensures the sale of specific goods and services to the buyer. The PO outlines the delivery date and terms of payments. It has a unique number associated with it to help track the progress of the order anytime.
  • Why do you need a purchase order?
    Maintenance of cash flow is necessary for the proper functioning of a business. A purchase order helps mid to large scale enterprises keep purchase order smooth. It is not necessarily same with small business as there is no complexity.
    However, as the business grows, more people get involved in the purchasing process as demand increases. Using a purchase order then help a company improves efficiency in financial accounting. Further, it brings transparency of transactions, thereby making it more relevant for users.
  • What is the format of a purchase order?
    One should format a purchase order with the details listed below:
    1. PO and Quotation number
    2. Buyer and seller details
    3. Goods and services buyer wants to buy
    4. Terms and conditions
    5. Extra notes for convenience
  • What is a purchase order example?
    A company requires a new set of monitors; they reach out to their purchase department and notify a member regarding the same. The member creates a purchase order with listed requirements and selects the best vendor among all. The vendor approves the PO and sends back an order tracking id with an expected date of delivery. Vender sends the required items and receives the payment (if not already made in advance).
  • How to import purchase order?
    You can import data from a purchase order by following some simple steps.
    1. Navigate to “Purchase Orders” tab
    2. Select the option to “Import Purchase Orders.”
    3. Select the file to import
    4. Proceed with “Import.”
  • What is an Expense purchase order?
    Expense POs are created for items that are not managed with a fixed inventory. It includes stationery items, cleaning items, and maintenance consumables.
  • What should a purchase order include?
    A purchase order should include:
    1. Purchase order number
    2. Product name or service name
    3. Quantity of all items
    4. Price quoted for each item
  • What happens once a PO gets issued?
    Once a buyer issues a purchase order to a vendor. The vender verifies the requirements of the buyer. If the seller can fulfill all the requirements, the PO is accepted, else it is sent back for modification. In the case where vendor decides not to complete the order, the PO is rejected.
    Once the vendor accepts the issued PO, they are legally bound to fulfill the order before the due date at a price offered at the time of signing the agreement. The vendor takes the payment and completes the order as per the terms and conditions of the purchase order.
  • What is a purchase order generator?
    A purchase order generator is a tool that helps create a purchase order. By using a purchase order maker, you can make professional purchase orders with ease.
    Usually, an online PO generator supports taxes and multiple date formats. You can customize it and fill in vendor specific notes.
  • Why to use Online Purchase Order Maker?
    PO maker makes it much easier for a business to handle all purchase orders. Here are some critical reasons that suggest why you should opt for Vyapar to make a purchase order online.
    1. Using a PO maker can help you save time by auto-filling redundant fields and calculating totals effectively.
    2. You can send the purchase orders directly to your vendors using a free PO generator online.
    3. Vyapar offers a purchase order maker with a user-friendly UI design, making it simple to use for anyone.
  • What is the purpose of using a purchase order?
    Purchase orders are used by many businesses to overcome any possibility of a communication gap. PO is used as a founding stone for a reliable transaction among both parties.
    Some of the critical purposes served by purchase order are listed below.
    1. It serves as a legally binding document.
    2. Confirm all details of the transaction.
    3. It provides accurate verification during financial auditing.
    4. Helps in racking delivery, status, and payment for each order.
    5. Helps identify top-performing suppliers
  • How to send a purchase order to the Client?
    As a professional, you should try to send the purchase orders to your clients using email. You can send them a printed purchase order by downloading it in a PDF format in your system. You can use Vyapar to instantly create a purchase order using your customized template and send them to your vendor.
  • How do I send the PO on Vyapar?
    Once the purchase order (PO) is created in Vyapar, review it to ensure all details are correct. Save the PO in your preferred format, such as PDF or Excel. You can then send it directly to the vendor via WhatsApp, email, or other messaging platforms from within the app. Alternatively, you can download and print the PO for physical delivery.
  • What are the types of purchase orders?
    There are four main types of purchase order
    1. Standard Purchase Orders:
      A one-time order with fixed details like items, quantity, and delivery date.
    2. Planned Purchase Orders:
      An order where the items and quantity are decided, but delivery can happen later as needed.
    3. Blanket Purchase orders:
      A long-term order for regular purchases, with delivery dates that can be adjusted.
    4. Contract Purchase Orders:
      An agreement with a supplier to set terms for future orders without listing specific items upfront.
  • Does Vyapar online purchase order maker allows to add my own logo?
    Yes, Vyapar allows customization and you can add your own business logo, can change colors as per your branding and can additional fields as per the requirements.
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