Purchase order template for South Africa: free, with an example
A purchase order (PO) is a document a buyer sends a supplier to confirm exactly what they are ordering, at what price and when. It is not an invoice and not a tax invoice. Copy the template below, number every PO uniquely, and ask the supplier to quote that PO number on their invoice so the two documents can be matched.
On this page: why use one · how it fits with quotes and invoices · what to include · copy-paste template · questions
Why a purchase order is worth the 5 minutes
- It settles what was agreed. Quantity, price and delivery date are written down by the buyer before the supplier starts.
- It controls spending. Each PO has a number and an authorised signatory, so you can see what you have committed to before the invoice arrives.
- It makes payment faster. The accounts team matches the supplier's invoice to a PO, which is why larger customers often insist on a PO number.
If you are the supplier and a customer sends you a PO, check it against your quote before you start and keep it with the job.
How a PO fits with quotes, delivery notes and invoices
- Quote: the supplier offers a price (quote template).
- Purchase order: the buyer accepts by issuing a PO that quotes the supplier's quote number.
- Delivery note: the supplier delivers and the buyer signs for the goods (delivery note template).
- Tax invoice: the supplier invoices, quoting the PO number (invoice template).
- Payment: the buyer pays against the invoice and the PO.
What a purchase order should include
| Field | What to write |
|---|---|
| PO number and date | A unique number in sequence (for example PO-0045) and the date issued |
| Buyer | Your business name, address, contact person, and VAT number if you are registered |
| Supplier | Their business name, address and contact, and their quote number if there is one |
| Items | Description, quantity, unit price and line total for each item |
| Delivery | The delivery address, the date required and any delivery cost |
| Amounts | Subtotal, VAT at 15% if applicable, and total |
| Terms | Payment terms, such as 30 days from the invoice date |
| Authorisation | The name and signature of the person who approved the order |
A supplier's tax invoice should still carry every required VAT invoice field. A PO does not replace one, and quoting the PO number on the invoice is what ties the two together. For payment terms, see invoice payment terms in South Africa.
Copy-paste purchase order template
PURCHASE ORDER
[Your Business Name]
[Your Address]
[Contact Person] · [Phone] · [Email]
VAT No: [Your VAT Number, if registered]
PO #: [PO-0001]
Date: [DD Month YYYY]
Supplier quote ref: [Quote number, if any]
To (supplier):
[Supplier Name]
[Supplier Address]
[Supplier Contact]
Deliver to:
[Delivery Address]
Required by: [DD Month YYYY]
Description Qty Unit price Total
--------------------------------------------------------------
[Item] [0] [R0.00] [R0.00]
[Item] [0] [R0.00] [R0.00]
Subtotal: [R0.00]
VAT (15%): [R0.00]
Total: [R0.00]
Payment terms: [30] days from invoice date
Please quote this PO number on your invoice and delivery note.
Authorised by: [Name] Signature: [__________] Date: [DD/MM/YYYY]
An example
A small restaurant orders 24 chairs from a furniture maker who quoted R650 each, excluding VAT. The PO shows 24 × R650 = R15,600, VAT of R2,340 and a total of R17,940. It quotes the maker's quote number, a delivery date and 30-day terms, and is signed by the owner. The maker delivers, the owner signs the delivery note, and the invoice arrives quoting the PO number.
Suppliers: send the quote and invoice in minutes
Zuvo drafts the quote and invoice from a plain description, applies VAT, and lets the client accept online. Zuvo does not create purchase orders, so use the template above for those.
Try Zuvo free for 14 days, no cardGeneral guidance, not legal or tax advice. A purchase order is a commercial document and is not a tax invoice. Check how VAT applies to your business with your accountant or SARS.
Questions people ask
What is a purchase order?
A purchase order is a document a buyer sends a supplier to confirm what is being ordered, the quantity, the price and the delivery date. It is the buyer's written instruction to supply.
Is a purchase order a tax invoice?
No. A tax invoice comes from the supplier when they supply the goods or services. A purchase order is the buyer's order and has no VAT value of its own.
Does a purchase order need a number?
Yes. Give each one a unique number in sequence, and ask the supplier to quote it on their delivery note and invoice so the documents can be matched.
Who issues a purchase order, the buyer or the seller?
The buyer. The supplier issues the quote before it and the invoice after it.
Is a purchase order legally binding?
It records an order, and once a supplier accepts it, it can form part of the contract. If a lot of money is involved, ask a lawyer how your terms apply.
Does Zuvo create purchase orders?
No. Zuvo drafts quotes and invoices. Use the template on this page for purchase orders.