Professional Purchase Order (PO) Template — Ready to Use
What is a purchase order?
A Purchase Order (PO) is a formal document issued by the buyer to the seller that specifies products or services, quantities, and agreed prices. Once accepted by the vendor, it is typically binding.
Why use a PO template?
- Legal record: Protects both parties if disputes arise
- Financial control: Supports spend tracking and budget comparison
- ZATCA alignment: Supports e-invoicing and documentation requirements in the Kingdom
- Process discipline: Reduces ad-hoc buying and enforces clear approvals
PO template contents
Header / basic data
| Field | Description | Example |
|---|---|---|
| PO number | Unique sequential number | PO-2026-001 |
| Date | Issue date | 2026/04/01 |
| Requesting department | Department that needs the items | Operations |
| Vendor | Vendor name and details | Advanced Supplies Co. |
Vendor details
- Company name
- Commercial Registration (CR)
- VAT registration number (required for ZATCA)
- Address
- Contact phone
Line items
| # | Description | Qty | UOM | Unit price | Line total |
|---|---|---|---|---|---|
| 1 | Portland cement | 500 | bag | SAR 25 | SAR 12,500 |
| 2 | Rebar 12 mm | 50 | ton | SAR 2,800 | SAR 140,000 |
| 3 | Fine sand | 100 | m³ | SAR 45 | SAR 4,500 |
Financial summary
| Line | Amount |
|---|---|
| Subtotal | SAR 157,000 |
| VAT (15%) | SAR 23,550 |
| Total incl. VAT | SAR 180,550 |
Payment and delivery terms
- Payment terms: Net 30 days from receipt
- Delivery location: Project site — Riyadh
- Expected delivery: Within 14 business days
Signatures
| Role | Name | Signature | Date |
|---|---|---|---|
| Requester | |||
| Line manager | |||
| Procurement manager |
Tips for using the template
- Unique PO number: Use a sequential scheme including the year (e.g. PO-2026-001).
- Clear descriptions: Write an unambiguous description per line.
- VAT number: Confirm the vendor’s VAT registration is on the PO.
- Approvals: Do not release the PO without required approvals.
Automate POs with Waqti
Instead of paper or spreadsheets, Waqti helps you create and manage POs digitally:
- Create a PO in under a minute
- Automatic approval workflows by amount and department
- Instant notifications when approval is needed
- Real-time reports and tracking
- ZATCA-oriented documentation