Purchase Order Form
Raise an internal purchase order with the supplier, the cost centre, and the approver captured before anyone commits the money.
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- Fields
- 15 questions
- Layout
- Classic, every question on one page
- Theme
- Royal, switchable in the preview
- Updated
- 11 August 2026
Categories
- Finance form templates
- Finance Forms
- Request Forms
- Internal Forms
Form type
Ideal for
- Finance teams
- Operations
- Office managers
- Procurement
Best used in
- Internal purchasing
- Budget control
- Supplier onboarding
About this template
Internal purchasing goes wrong at the point where somebody commits money without a budget code or an approver attached. Making the cost centre and the approving manager required means finance can reconcile the spend later without an archaeology exercise through messages.
The question about whether we have bought from this supplier before is a small field that prevents a real cost: duplicate supplier records, duplicate onboarding, and duplicate payment details to verify. An honest I do not know is more useful here than a guess.
Asking whether the purchase is one off or recurring is what stops a monthly subscription being approved as if it were a single invoice. Add a conditional rule so anything over your threshold requires a second approver, and keep the quote upload optional for small amounts.
Templates are a starting point, not legal or professional advice. Where a form carries consent, medical, or contractual wording, have somebody qualified review it against the rules that apply to you before you publish.
Fields in this template
- Your name*Short text
- Work email*Email
- Department*Dropdown
- Cost centre or budget code*Short text
- Supplier name*Short text
- Supplier contact emailEmail
- Have we bought from them before?*Single choice
- Items and quantities*Long text
- Total cost*Number
- Currency*Dropdown
- Is this a one off or recurring?*Single choice
- Why do we need this?*Long text
- Supplier quoteFile upload
- Needed by*Date
- Approving manager*Short text
Every field can be renamed, reordered, made optional, or removed once the template is open in the builder.
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Frequently asked questions
- What should a purchase order form ask for?
- The requester and department, the cost centre, the supplier, what is being bought and why, the amount, and the approver. Those are what make a commitment traceable afterwards.
- Does this raise a PO number?
- No. It captures the request and the approval trail. Assign the PO number in your finance system, and keep the submission as the record of what was approved and by whom.
- Can approvals be routed?
- Yes. The approver is a field, and Slack or email notifications put the request in front of them the same day rather than leaving it in a queue nobody owns.
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