Purchase Order Generator
Professional POs with expected GST, saved vendors and one-click copy into an invoice.
Copy this PO into the invoice or quotation generator
The vendor becomes the seller and your business the customer; the PO number becomes the reference.
Preview
Print / Save as PDF uses your browser: choose “Save as PDF” as the printer and turn off “Headers and footers”. Download PDF builds an A4 file directly.
About the Purchase Order Generator
A purchase order (PO) tells a vendor exactly what you want to buy — the items, quantities and prices, where to deliver, when you need them and on what payment terms. Fill in your business and the vendor, add the items with HSN/SAC codes, units, rates, discounts and the GST (or VAT) the vendor will charge, and an A4 purchase order builds itself as you type, ready to download as a PDF or print.
POs are numbered in a series you choose (PO/2026-27/0001 → PO/2026-27/0002), carry a required-by date, bill-to and ship-to addresses, and your payment and delivery terms. Vendors and items you buy often can be saved in this browser. When the goods arrive, Copy to invoice / quotation opens the same items in the invoice generator or quotation generator.
How to use it
- Fill in your business (the buyer) once — name, address, GSTIN and logo. It is remembered for the next PO.
- Enter the vendor, or pick one from Saved vendors. Tick Deliver to a different address for a warehouse or site, and Bill to if invoices go to another office.
- Set the PO number, the order date and when delivery is required by, and the place of supply (usually the delivery State).
- Add the items with quantity, unit, rate, discount and GST rate. The tool works out the expected CGST + SGST or IGST from the vendor’s State and the place of supply.
- Add payment and delivery terms, check the Before you send list, then Download PDF or Print. Save file keeps an editable copy.
Examples
5 laptops × ₹54,000 + set-up 5 × ₹1,500 + freight ₹1,200, all at 18% GST, vendor and delivery in Maharashtra
Taxable value ₹2,78,700.00 CGST 9% ₹25,083.00 · SGST 9% ₹25,083.00 PO total ₹3,28,866.00
1,000 boxes × ₹42 + logo printing ₹3,500 less 10% + freight ₹2,500 at 18%
Taxable value ₹47,650.00 · IGST 18% ₹8,577.00 · PO total ₹56,227.00
The vendor is in another State than the place of supply, so the vendor will charge IGST rather than CGST + SGST.
Common uses
- Small businesses and shops ordering stock, with a numbered PO the vendor quotes on its invoice.
- Offices buying equipment or services, with delivery to a branch or site (ship to) and invoices to head office (bill to).
- Contractors and manufacturers placing orders for materials with required-by dates and inspection terms.
- Buyers abroad: choose another tax (VAT, sales tax) or no tax, and any of 22 currencies.
What a good purchase order contains
- a unique PO number in a series, and the order date
- your business and the vendor, with GSTINs if registered
- bill-to (where the invoice goes) and ship-to (where the goods go) when they differ from your address
- each item’s description, HSN/SAC code, quantity, unit and agreed rate, any discount and the tax rate
- the required-by date, payment terms (for example within 30 days of a correct invoice) and delivery terms (who pays freight, where it is delivered)
- your terms and conditions and an authorised signature
Ask the vendor to quote the PO number on the invoice and delivery challan — it is how you match the three later (PO, goods received, invoice).
GST on a purchase order
A PO is not a GST document: the vendor charges the tax on its own tax invoice. The tax on the PO is the expected tax, so you can budget the full cost and check the invoice when it arrives. The vendor charges CGST + SGST when its State is the same as the place of supply, and IGST when they differ; the tool reads the vendor’s State from its GSTIN and switches automatically. The current GST rates are 0%, 0.25%, 1.5%, 3%, 5%, 18% and 40% (12% survives only for a few goods such as certain bricks and roofing tiles). Check the rate notified for each HSN or SAC code with the vendor.
From PO to invoice
A typical purchase runs: the vendor’s quotation → your PO → delivery → the vendor’s tax invoice that references the PO → payment. Copy to invoice / quotation opens the PO’s items in the invoice or quotation generator in one of two ways:
- The vendor, against this PO — the vendor becomes the seller and your business (or the bill-to address) the customer, with the PO number and date as the reference. Useful when you raise documents for a vendor, or to check a bill against the PO.
- My business, reusing these items — you stay the seller and the customer is left empty, for example when you resell the goods.
Your existing invoice or quotation draft is kept and can be restored with one click.
Limitations
- This tool lays out a purchase order; the terms you include are your own. For high-value contracts or unusual terms, get them reviewed by a lawyer.
- There is no approval workflow, e-signature or sending: download the PDF and send it yourself.
- GSTIN checks confirm the format and check digit only, not that a registration is active.
- Saved vendors and items live in this browser only. Clearing site data or using another device starts empty; use Save file to keep copies.
- The downloadable PDF draws Latin-script text (with ₹, € and £). For names in Hindi or other scripts, use Print / Save as PDF, which uses your device’s fonts.
Privacy
Everything happens in your browser. Your POs, vendors, items, logo and signature are not uploaded or stored by MySmartCoPilot; drafts and saved lists are kept in this browser’s local storage until you press Clear saved data on this device.
Frequently asked questions
Is a purchase order legally binding?
A PO is your offer to buy on the stated terms. Once the vendor accepts it — in writing, or by supplying the goods — it normally becomes a contract (offer and acceptance under the Indian Contract Act, 1872). For large or unusual orders, have the terms checked by a lawyer.
Should a PO show GST?
It is useful to show the GST you expect the vendor to charge, so the PO total is what you will actually pay. The binding tax figures are on the vendor’s tax invoice. The tool labels the PO’s tax summary as expected.
What is the difference between bill-to and ship-to?
Bill to is where the vendor sends the invoice — usually your registered office. Ship to is where the goods are delivered, such as a warehouse, store or site. Leave them off when both are your address above.
How should I number purchase orders?
Use one series per financial year, for example PO/2026-27/0001. New counts up the last digits and keeps the year. The invoice number generator can design and list a series.
Can I save vendors and items I order often?
Yes. Save vendor keeps the vendor’s details, and Save these items to the list keeps descriptions, HSN codes, units, rates and tax rates in this browser; pick them from the lists next time.
Can I turn a PO into an invoice?
Yes — Copy to invoice / quotation opens the items in the invoice or quotation generator, either as the vendor’s invoice against the PO or as your own document. Totals are worked out by the same engine, so they match.