Free template · India

Purchase order format

What you are buying, at what price, by when, and how you will pay.

7 fields
7 always needed
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In short

A purchase order is the buyer's written order to a supplier. GST law sets no format for it, but it should name both parties with their GSTINs, the items with HSN, quantities, rates and GST, the delivery date and place, and the payment terms. If the supplier is a micro or small enterprise, the MSMED Act caps the agreed credit period at 45 days from acceptance of the goods.

7 fields, 7 always needed

What it must show.

Each field, with the rule it comes from.

AlwaysWhen it applies

Number	Field	Needed	Rule
01	Buyer's name, address and GSTIN	Always	So the supplier's tax invoice carries the right GSTIN and you get the credit.
02	PO number and date	Always	Ask the supplier to quote it on the invoice, e.g. `SLH/PO/26-27/088`.
03	Supplier's name, address, GSTIN and Udyam number	Always	The Udyam number tells you whether the 45-day payment rule applies.
04	Items, HSN, quantity, rate and GST	Always	As agreed in the quotation; GST by the place of supply.
05	Delivery date and address	Always	Where and by when; part deliveries allowed or not.
06	Payment terms	Always	Credit period from receipt of goods. For micro and small suppliers, no more than 45 days (MSMED Act, section 15); with no written terms, 15 days.
07	Approval and signature	Always	Who approved the order, and the authorised signatory.

Questions

Questions people ask

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01Is a purchase order required under GST?

No. GST asks for the supplier's tax invoice, not a PO. A PO is your control: it fixes price and quantity before the bill arrives, so the bill can be checked against it.

02What is the 45-day rule for MSME suppliers?

Under section 15 of the MSMED Act, a buyer must pay a micro or small supplier by the agreed date, and the agreed period cannot be more than 45 days from accepting the goods or services; with no written agreement it is 15 days. Late payment carries compound interest, and income tax can also delay your deduction for the expense until you pay.

03Should the PO show GST?

Yes. Showing the GST rate and amount avoids surprises on the invoice and lets you check the supplier charged CGST + SGST or IGST correctly.

04How do purchase orders work in MyRecords?

A purchase order can be made from a material request or a supplier quotation. It charges CGST + SGST or IGST from the supplier's GSTIN or address, and turns into the goods receipt and the purchase invoice. MSME payables lists bills of micro and small suppliers against the 45-day rule. With the AI Assistant on, Read a bill turns a scanned supplier bill into a draft purchase invoice, matched to its open order.

In MyRecords

Orders printed from Purchasing.

Purchase orders print from the order you record in Purchasing, with the supplier’s GSTIN. The Purchasing overview shows each step, from material request to payment.

On the same books