A purchase order (PO) is the document a buyer sends to a seller: what it will buy, how many, at what price, where and when to deliver, and how it will pay. Once the seller accepts the PO, both sides hold the same record. Download the template below for free, no sign-up needed.

Download the free purchase order template

Purchase order template, Excel (.xlsx) fill in the blue cells only; amounts, discount and VAT add up by themselves
Purchase order template, Word (.docx) every field can be edited; add your company logo
Purchase order template, PDF to print print it and fill it in by hand, with signature lines for the approver and the seller
See a filled-in example the example uses made-up data

Purchase order, quotation and delivery note: the difference

Quotation: the seller sends it to the buyer with prices and terms before they agree. See the free quotation template
Purchase order: the buyer sends it to the seller to confirm the order at the agreed items and prices
Delivery note: the seller sends it with the goods for the receiver to sign. See the free delivery note template
Invoice: the seller sends it to ask for payment. See the free invoice template

Shops that sell to companies often get a PO before they deliver. Put the PO number on your delivery note and invoice too, so the customer can match the documents and pay sooner.

Does a purchase order need stamp duty in Thailand?

A PO for ready-made goods is a sale, and a sale of goods is not one of the 28 kinds of instrument on the Revenue Department's stamp duty schedule, so it needs no stamp duty.

An order for goods made to the buyer's own design, such as products printed with the buyer's logo for that buyer only, is different. The Revenue Department has ruled such a case to be a contract for hire of work, which carries stamp duty.

1 baht for every 1,000 baht, or part of 1,000 baht, of the fee, without VAT
The contractor (the seller side) pays it
With no written contract, only an invoice at the agreed price, that invoice needs no stamp duty
Source: Stamp duty schedule, instrument 4, hire of work (Revenue Department, Thai)
Source: Ruling Kor Kor 0706/(Kor Mor 04)/822: made to the buyer's design is hire of work (Thai)
Source: Ruling Kor Kor 0811(Kor Mor)/464: VAT is not counted (Thai)
Source: Ruling Kor Kor 0706/9301: an invoice needs no stamp duty (Thai)

We found no ruling that says whether a PO signed by both sides counts as a written hire-of-work contract. For made-to-order work, ask an accountant first.

What a purchase order needs

The buyer: company or shop name, address and tax ID
The seller: name, address and phone
The document: PO number, date, and the quotation number it refers to
The items: name, quantity, unit, unit price and amount
Subtotal, discount, VAT and grand total
Delivery date and address, and payment terms such as cash or 30 days' credit
Signature lines for the approver, and for the seller to accept the order

How to fill in a purchase order, step by step

Add the buyer's name, address and tax ID
Add the seller's name, address and phone
Give the PO a number that never repeats, such as PO-2026-0187, and add the date and the quotation number you got
Add the items one per line, matching the quotation
Add any discount and the VAT rate; if the seller is not VAT registered, enter 0
Add the delivery date, delivery address and payment terms
Have the approver sign, then send it to the seller to sign and accept

Example: a made-to-order purchase order

This example uses made-up data. A company orders 40 embroidered T-shirts at 180 baht, 40 printed mugs at 65 baht and 40 printed tote bags at 50 baht, all with its logo.

Subtotal 11,800 baht, discount 300 baht, so 11,500 baht
VAT at 7% is 805 baht; the grand total is 12,305 baht
The logo work is made for this buyer only. If it is put in a written contract, it may count as hire of work: stamp duty of 12 baht (11,500 baht is 12 steps of 1,000 baht), paid by the seller

Take purchase orders from customers in chat

When a customer sends a photo or file of the PO in chat, it stays in that customer's chat, easy to find when you deliver and collect payment
Open an order right from the chat and put the customer's PO number in the note
Deliver with a delivery note, then send the invoice quoting the same PO number

Questions people ask

What is a purchase order called in Thai?

ใบสั่งซื้อ. An order for a service is ใบสั่งจ้าง (work order). The Thai template is on the Thai page of this article.

Who issues the purchase order?

The buyer issues it and sends it to the seller. The seller signs to confirm it will deliver as ordered.

Can a business that is not VAT registered use this template?

Yes. In the Excel file, set the VAT rate to 0 and the total has no VAT.

Can I use, edit or add my logo to this template?

Yes. Use, edit and print it for free in your own shop.

Summary

A good purchase order says what you buy, the price, where and when to deliver and how you will pay. Buying ready-made goods needs no stamp duty, but goods made to your own design may count as hire of work. Download the Excel, Word or PDF template above for free.

Free Purchase Order Template: Excel, Word, PDF