How to Create a Purchase Order in PDF

From organizing order details to converting files and locking your document, we’ll walk you through every stage using Smallpdf’s easy online tools.

What Is a Purchase Order and Types of Purchase Orders?

A purchase order (PO) is a formal document sent by a buyer to a seller to confirm a purchase. It outlines what's being ordered, in what quantity, and at what price.

There are several types of purchase orders:

• Standard POs – Used for routine, one-off purchases.
• Blanket POs – Used for recurring orders over a longer period.
• Contract POs – Created for legal agreement purposes without item details yet.
• Planned POs – Include estimated dates and quantities for future deliveries.

Creating a professional PDF PO helps clarify expectations and protects both parties in case of disputes.

Information You Should Include in a Purchase Order

Before you begin, make sure your purchase order includes:

• Purchase order number
• Buyer and seller details
• Order date
• Item descriptions and quantities
• Unit prices and total amount
• Shipping method and terms
• Billing and delivery addresses
• Signature or approval area

How to Create a Purchase Order

There are a few easy ways to create a purchase order, depending on what tools you're using.

If you're starting from scratch, you can:

• Use Microsoft Word to build a basic PO with tables for items and totals.
• Use Excel to calculate prices and taxes automatically with built-in formulas.
• Use Google Docs or Sheets if you need to collaborate with others.

Make sure to include all key sections we mentioned above. If you want to save time, you can also start with a purchase order template; many free ones are available online.

Just customize the fields to match your needs, then you're ready to convert it to PDF for sharing or printing.

What to Do After Creating a Purchase Order

Convert the Purchase Order to PDF

To keep your layout intact and prevent accidental edits: 1. Go to the PDF Converter. 2. Upload your Word or Excel file. 3. Download the converted PDF in seconds.

This ensures your purchase order looks exactly the same for anyone who opens it.

Make the PDF Fillable

Want your PO to be editable by others (like your procurement team or vendor)? 1. Head to Edit PDF. 2. Upload the PDF and click anywhere to insert text boxes. 3. Add labels, prices, and optional fillable fields for signatures or comments. 4. Save and download the updated version.

Add a Digital Signature

Need to approve the PO or get someone else’s signature? 1. Open the Sign PDF. 2. Upload your purchase order. 3. Draw or upload your signature and place it where needed. 4. Send the file to others for signing if required.

Secure and Lock the Purchase Order

If you’re ready to share the PO and want to restrict editing or copying:

• Use Protect PDF to add password encryption.
• Set a strong password before sending the file to vendors or internal teams.

Things to Consider Before Sending the Purchase Order

• Double-check item descriptions and totals.
• Make sure the PO number matches your records.
• Verify signature fields if approvals are required.
• Use PDF Scanner to digitize any hand-signed or physical POs.
• If you have multiple purchase orders to submit together, use Merge PDF to combine them into one clean document.

FAQs

1. How do I turn an Excel or Word purchase order into a professional-looking PDF?

Use the PDF Converter to instantly convert your document while keeping your formatting intact.

2. Is it possible to make a purchase order fillable?

Yes, just go to Edit PDF to add fields for input, signatures, and more.

3. Can I add a digital signature to a PDF purchase order?

Absolutely. Use Sign PDF to sign or request signatures online.

4. How do I password-protect a purchase order PDF?

Very easy. Just upload your file to Protect PDF to add a password and lock it before sharing.

5. Can I merge multiple purchase orders into one PDF?

Yes. Just use the Merge PDF to combine them into a single file.

6. Can I scan a handwritten purchase order and turn it into a PDF?

Of course. Use PDF Scanner to scan and convert paper POs to digital PDFs.