Purchase Order (Product)

Purchase Order Number: Purchase order number
Date: Effective date of the purchase order

Parties

This Purchase Order (the “Order”) is entered as of Effective date of the purchase order (the “Effective Date”) by and between the following parties (together referred to as “Parties”):

Vendor: Vendor (Name), whose registered office is located at Vendor (Address (one line)) (“Vendor”); and

Buyer: Buyer (Name), whose registered office is located at Buyer (Address (one line))(“Buyer”)

Definitions.

Unless otherwise expressly defined herein, the definitions agreed in the Reference agreement name attached thereto dated Date of reference agreement shall apply to this Order. In the event of conflict, the definitions provided herein shall prevail over any other document.

Product Description.

The descriptions of products are provided as follows:

Items	Reference and Description	Units	Unit Price	Tax	Total Price
1	item 1 reference and description	units of item 1	unit price of item 1	tax applied to item 1%	total price of item 1
2	item 2 reference and description	units of item 2	unit price of item 2	tax applied to item 2%	total price of item 2
3	item 3 reference and description	units of item 3	unit price of item 3	tax applied to item 3%	total price of item 3
Total Before Tax					…
Total After Tax					…

Payment Terms.

Buyer shall pay the Purchase Price in cleared funds at the time of payment as stated in this Order. Payment shall be made according to the instructions supplied in writing by Vendor (Name) to the account notified by Vendor (Name) in writing.

10% of the Purchase price in the amount of Initial payment amount, Initial payment amount in words shall be paid in advance within Initial advance payment period following the execution of this Purchase Order;

50% of the Purchase Price in the amount of Second payment amount Second payment amount in words shall be paid in advance within Second advanced payment period following the execution of this Purchase Order;

30% of the Purchase Price in the amount of Third payment amount Third payment amount in words shall be paid within Third advance payment period; and

10% of the Purchase Price in the amount of Fourth payment amount Fourth payment amount in words shall be paid within Fourth advance payment period days following the completion of the Acceptance Act.

additional payment condition

Vendor (Name) shall be entitled to refuse shipment of the Equipment if the Buyer fails to pay the Purchase Price in advance. The Purchase Price is non-refundable.

Delivery Terms.

Delivery Schedule

The Equipment shall be delivered according to the following schedule:

Batch	Delivery Date	Products Included	Quantity	Delivery Location	Special Instructions
Batch 1	scheduled delivery date - batch 1	list of products in batch 1	quantity of batch 1	delivery location batch 1	[e.g., Fragile, requires cold storage]
Batch 2	scheduled delivery date - batch 2	list of products in batch 2	quantity of batch 2	delivery location batch 2	[e.g., Deliver between 9 AM - 12 PM]
Batch 3	scheduled delivery date - batch 3	list of products in batch 3	quantity of batch 3	delivery location batch 3	[e.g., Include updated shipping documents]
Batch 4	scheduled delivery date - batch 4	list of products in batch 4	quantity of batch 4	delivery location batch 4	[e.g., Delivery confirmation required]

Inspection and Acceptance.

Buyer (Name) may perform outgoing inspection and acceptance tests on the Products at Vendor (Name)’s facilities and/or receive inspection and acceptance tests at a inspection location specified in the Purchase Order with the following rights and obligations:

Perform inspection and acceptance tests.

Designate a representative(s) to perform inspection and acceptance tests.

Request Vendor (Name) to perform outgoing inspection and acceptance tests.

These actions will be subject to the following conditions:

Buyer (Name) shall provide prior notice to Vendor (Name) before initiating any inspection

Vendor (Name) must provide consent for inspections or tests performed by representatives or on subsequent lots.

All inspections and acceptance tests performed under this section shall comply with the mutually agreed-upon standards and procedures as specified in Inspection and testing reference document or any equivalent annex to the Purchase Order.

Remedies for Breach of Payment Obligations.

Without prejudice and in addition to Vendor (Name)’s other remedies prescribed under this Purchase Order, Terms and Conditions, or applicable Law, if Buyer (Name) breaches (whether in whole or in part) its obligation to timely fulfill its obligations under Clause “Payment Terms,” Vendor (Name) shall be entitled, at its sole discretion, to:

Adjust the Purchase Order: Deliver only part of the Product name equivalent to the amount paid (if any) by Buyer (Name) in accordance with the Payment Terms; or

Deliver in Full: Deliver the Product name in full to and request payment of the full Purchase Price, and for this purpose, exercise any injunctive relief, specific performance, or any other claim or remedy available under applicable Laws; or

Terminate the Purchase Order: Terminate this Purchase Order without any liability or obligation to deliver any Product name beyond what is covered by any payment already made by to hereunder. In such a case, any portion of the Purchase Price already paid shall be non-refundable to Buyer (Name).

In the event of Buyer (Name)’s breach (whether in whole or in part) of its obligation to timely fulfill its obligations under Clause “Payment Terms,” Buyer (Name) shall immediately pay to Vendor (Name) a penalty of [0.3% or agreed percentage] of the delayed payment for each day of delay.

Warranty.

Vendor (Name) warrants to Buyer (Name) that the Product name, is free from defects in workmanship and materials, and that under normal use and conditions, it will operate substantially in accordance with, and perform the material functions and features set out in the product description in the Order, for a period of Agreed warranty period following delivery. Repair and replacement terms are defined under the relevant Reference agreement name.

Terms and Conditions.

The terms and conditions of theReference agreement name attached thereto dated Date of reference agreement shall apply to this Order.

Expiry of Offer.

This Purchase Order shall remain valid for a period of three days from the date of issuance, and all Terms and Conditions shall expire unless this Purchase Order is fully executed by both parties before three days have passed since the date of issuance.

Pending

What is a purchase order?

A purchase order (PO) is a formal document issued by a buyer to a seller, specifying products or services they want to purchase. It typically includes key details like item names, quantities, agreed-upon prices, delivery dates, and payment terms. Once accepted by the seller, the PO becomes a binding agreement. This document helps the buyer control spending and inventory, while giving the seller clarity on what to deliver and when.

What is a purchase order template?

A purchase order template is your shortcut to creating clean, consistent POs without reinventing the wheel every time. Instead of building each order from scratch, you start with a ready-made format that already includes the key fields, like item descriptions, quantities, pricing, and delivery details. This keeps everything neat, standardized, and easy to fill out.

Free purchase order templates

fynk offers a free purchase agreement template that’s dynamic, customizable, and collaborative. Here are four reasons you’ll love the purchase order on fynk:

Online Purchase Order Template
Easily fill out and send purchase orders from your browser, no downloads, no fuss. Perfect for remote teams or businesses that want real-time access and version control. You can share the PO with internal and external parties and define the access limitation (read-only or collaborators).
Purchase Order Form Template
A structured, form-style layout that walks users through all required PO details. You can even add questions for each field or add extra explanation for your counterparty. If filling one field is a must, you can easily make it a mandatory field to fill.
Blank Purchase Order Template with a Twist
The template is A minimalist layout you can tailor to any type of order. You can make the template yours by adding beautiful and professional-looking headers and footers.
Conditional Purchase Order Template
Need more control over how your POs behave? This template taps into fynk’s built-in conditional logic, letting you define dynamic fields based on rules like if, and, and more. For example, you can show or hide delivery terms if the order exceeds a certain value or display additional payment conditions for international suppliers. It’s perfect for automating complexity without sacrificing clarity.
For example:
If the Total Before Tax exceeds €20,000, the initial payment should be 15%. Otherwise, stick to the standard 10%.

Purchase Order Template Excel

Love formulas and filters? This Excel-based PO template is for you. It includes built-in fields for itemized costs, totals, taxes, and more, making it perfect for businesses that want to crunch numbers and keep tidy records.

Unlock the Purchase Order (PO) Excel Template

This ready-to-use template is designed to help you streamline your purchasing process, reduce manual errors, and stay organized.

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What’s included in a purchase order template?

A well-structured purchase order template includes more than just a list of items. Here’s what you’ll typically find in a comprehensive purchase order:

1. Purchase Order Number & Date

Every order needs a unique identifier. The PO number helps both parties track the order throughout its lifecycle, while the date confirms when the agreement was initiated.

2. Parties Involved

This section clearly identifies the buyer and the vendor, including their registered addresses. It makes it legally clear who is requesting and who is supplying the goods or services.

3. Product Description

An itemized table lists each product being ordered, along with:

Reference or SKU numbers
Quantities
Unit prices
Applicable tax
Total line price

4. Payment Terms

This outlines how and when payments should be made. Whether it’s staggered in percentages or in full, this section ensures both sides agree on the cash flow plan. It also covers late payment penalties or consequences for non-payment.

5. Delivery Schedule and Instructions

Instead of vague delivery timelines, the PO breaks down product batches with estimated delivery terms and dates, delivery locations, and any special handling instructions. This keeps logistics and expectations transparent.

6. Inspection and Acceptance Conditions

Inspection and acceptance clause is especially useful for physical goods, this section defines what inspections or tests may occur upon delivery, who performs them, and what standards must be met before formal acceptance.

7. Remedies for Breach

In case the buyer fails to pay on time, this clause gives the vendor options, such as partial delivery, full delivery with legal enforcement, or termination of the PO altogether. The remedies for breach clause also set penalties (e.g., daily late fees).

8. Warranty

The product warranty provides assurance that the goods will function as described for a certain period and outlines repair/replacement terms if they don’t.

9. Expiry of Offer

To create urgency and limit liability, this clause sets a validity period, after which the PO becomes void if not executed by both parties.

Disclaimer This section limits the liability of the vendor for circumstances beyond their control. It clarifies that product information, availability, or delivery times are provided in good faith but may be subject to change. The disclaimer may also state that any errors in pricing or descriptions do not constitute binding terms unless explicitly confirmed in writing.

Try This Free Purchase Order Template

Ready to take the guesswork out of your purchasing process? Our purchase order template for products is built for clarity, compliance, and convenience. It covers everything a business needs—from detailed item listings and payment schedules to delivery instructions and breach remedies. All you have to do is fill in the blanks, send it to your supplier, and let the process run smoothly.

Even better: the template is available directly inside fynk, where you can customize and automate it like a pro. Need to adjust payment terms based on order value? Or hide delivery instructions for digital goods? Thanks to fynk’s conditional logic, you can do all that, no code required.

Here’s what you’ll love:

⚙️ Automation for Bulk Contract Creation: Generate dozens (or hundreds) of POs with just a few clicks.
✍️ Electronic Signatures: Including (SES, AES, QES) so you can finalize POs in minutes.
🧾 Access to a Full Template Gallery: So you can build a complete contract workflow around your POs—NDAs, MSAs, service agreements, you name it.

Whether you’re managing one-off orders or scaling your purchasing operation, this template gives you a flexible foundation that grows with your business.

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