A purchase order is the document that turns a quote into a commitment. It fixes the specification, the quantity, the unit price, and the date — which is exactly what you need in writing when a shipment arrives short, late, or different from what you agreed.
This template is built for importers rather than domestic office supplies. It has fields for the Incoterm, the ship-by date, and the HS code, because those three are what downstream customs paperwork and freight quotes actually depend on.
| Field | What goes in it |
|---|---|
| Line | Sequential line number for referencing in emails and disputes. |
| SKU | Your internal code, not the supplier’s. It has to match your inventory system. |
| Description | What it is, what it is made of, and any finish or print detail. |
| HS code | Six digits minimum. It drives duty rate and customs classification. |
| Qty | Ordered quantity in the unit named beside it. |
| Unit | pcs, sets, cartons, kg — whatever the price was quoted against. |
| Unit price | The agreed price in the PO currency, before freight. |
| Line totalauto | Quantity multiplied by unit price. |
If the commercial invoice and packing list do not carry the PO number, reconciling a part-shipment against what you ordered turns into detective work. Require it in writing.
"FOB" alone is incomplete. It needs a named port — FOB Shenzhen — because the rule only defines where cost and risk transfer once you name the place.
A PO with a lead time but no date gives you nothing to hold the supplier to. Put a calendar date on it and require written notice of slippage.
Carton-level packing list that calculates total units, net and gross weight, CBM, and chargeable weight.
Customs-ready invoice with per-line HS codes, country of origin, Incoterms, and a declaration block.
Weighted scorecard comparing up to four suppliers across eight criteria, with automatic ranking.
Per-SKU stock sheet that calculates safety stock, reorder point, days of cover, and reorder alerts.
Month-by-month P&L that turns orders, product cost, ad spend, and fees into net profit and margin automatically.
A spreadsheet works until there are eleven versions of it and nobody knows which one the supplier filled in. SupplyAutomate keeps purchase orders, supplier documents, shipments, and landed costs in one workspace that updates as the order moves.