How the Purchase Order Generator Works
Learn how to store suppliers and products, create branded purchase orders, export them to PDF, and track each order.
Creating a purchase order should not mean copying an old document, replacing supplier details, and checking every total by hand. The Purchase Order Generator gives you one place to store reusable supplier and product records, create branded orders, export them to PDF, and follow their progress from draft to receipt.
A repeatable purchase order process
The Purchase Order Generator is built around a simple workflow: set up the information you use regularly, select it when preparing an order, and then generate the finished document.
Instead of entering the same addresses, contact details, product descriptions, prices, and terms each time, you maintain those records in the app. This reduces repetitive data entry and helps keep purchase orders consistent.
Each order can include multiple line items, with quantities, unit prices, and line totals. The system calculates the order totals automatically. Sequential PO numbering gives every purchase order a clear reference, while status tracking shows where the order currently stands.
The result is a practical record of what you ordered, who you ordered it from, and whether it has been sent, confirmed, shipped, received, or cancelled.
Step 1: Set up suppliers and products
Start by adding the suppliers you buy from. Each supplier record can contain the company’s contact details, contact person, email, phone number, address, and terms. Once saved, the supplier can be selected whenever you create a new purchase order.
This supplier database is useful when you place repeat orders. You do not need to find an old document or enter the supplier’s address again. If the supplier’s information changes, you can update the central record for future orders.
Next, build your product catalog. Product records can include:
- A product name and description
- A SKU code
- A unit price
- The details needed for purchase order line items
You can store both frequently ordered products and less common items. When it is time to prepare an order, you select products from the catalog rather than typing each description and price from scratch.
Supplier and product setup is intended to be done once and reused. Keeping these records separate from individual orders also makes it easier to prepare consistent purchase orders across different suppliers.
Step 2: Create a purchase order
To create an order, select a supplier from your saved database. The supplier information is then available for the purchase order without having to re-enter its contact and address details.
Add the required products from your catalog. A purchase order can contain multiple line items, so you can group everything needed from one supplier into a single document. For each line, set the quantity and review the unit price. The system calculates the line totals and overall total automatically.
A typical order includes:
- The automatically assigned PO number
- Your company details
- The selected supplier’s details
- Product descriptions and SKU codes
- Quantities and unit prices
- Calculated line and order totals
- The applicable purchase order terms
Automatic sequential numbering makes each order easier to identify in later conversations and records. It also avoids the need to decide on a new PO number manually whenever you create an order.
Before generating the document, review the supplier, items, quantities, prices, and terms. Because the main information comes from saved records, this review can focus on the details specific to the current purchase.
Step 3: Generate the document and track the order
Once the order details are ready, generate a clean purchase order document. The PDF-ready output is designed for sending to the supplier and gives both sides a clear reference for the items, quantities, prices, and terms involved.
Your configured company name, address, logo, and default terms can appear on purchase orders. This gives documents a consistent identity without rebuilding a template for every order.
Creating the document is only one part of the process. You can also track each purchase order through these stages:
- Draft
- Sent
- Confirmed
- Shipped
- Received
- Cancelled
A new order can remain in draft while you check it. After you send it to the supplier, change its status to sent. You can then update it as the supplier confirms and ships the order, and mark it received when delivery is complete. If the order does not proceed, it can be marked cancelled.
These statuses provide a quick way to distinguish unfinished drafts from active and completed orders. The order history also preserves a record of the purchase orders you have generated, rather than leaving them scattered across copied documents and folders.
Configure your purchase order branding
Company settings control the business information used across your purchase orders. You can configure your company name, logo, address, and default terms once, then apply those details to future documents.
Default terms are helpful when the same purchasing conditions apply to most orders. You can establish the standard wording in settings instead of adding it manually every time.
A logo and consistent company details also make generated purchase orders easier for suppliers to recognize. More importantly, the document clearly identifies who is placing the order and where relevant correspondence should be directed.
Review these settings before creating your first live purchase order. If your company address, branding, or standard terms later change, update the settings so future documents use the current information.
What to check before sending a purchase order
Saved records and automatic calculations reduce manual work, but every order should still be reviewed before it is sent. A short check can prevent an incorrect quantity, outdated price, or wrong supplier from becoming part of the order.
Confirm that:
- The correct supplier is selected
- The supplier’s contact and address details are current
- Every required product is included
- Quantities and unit prices are correct
- The calculated total matches your expectations
- Your company details and terms are appropriate
- The PO number is the reference you will use in correspondence
After sending the purchase order, update its status as it progresses. This keeps the order list useful when you need to see what is waiting for confirmation, currently in transit, or already received.
Frequently asked questions
Can I use the generator for more than one supplier?
Yes. You can maintain a centralized database of suppliers, including contact persons, emails, phone numbers, addresses, and terms. Select the appropriate supplier when creating each purchase order.
How are purchase order totals calculated?
Add products as line items, then set their quantities and unit prices. The generator calculates each line total and the overall order total automatically. You can include multiple products on the same purchase order.
Is there a free tier?
Yes. The free tier includes up to 50 purchase orders, with unlimited suppliers and products. Pro is available for unlimited orders.
You can start setting up suppliers, products, and branded orders with the Purchase Order Generator.