Free purchase order template

What is a purchase order?

The purchase order is the buyer's order put in writing. You tell your supplier: I want these products, in these quantities, at these prices, delivered on this date to this address. No more “I told you 30 cases” on the phone: it is written, dated, signed.

It is issued by the party who buys. In the template above, you are the “Buyer” and you send it to the “Supplier”. It often follows a quote: the supplier proposes a price, you confirm with a purchase order.

On the legal side, the Dahir on obligations and contracts (DOC) requires the parties to agree on the essential elements of the commitment. Hence the custom: a purchase order accepted by the supplier fixes the order. For a dispute or a large amount, ask your accountant or a lawyer.

What to put on a purchase order

A useful purchase order answers three questions without ambiguity: what, how many, at what price. The rest avoids arguments at delivery.

• The order number and date, to find it and refer to it later.
• Your details (buyer) and the supplier's, with each company's identifiers.
• The precise description of each product: reference, size, packaging (case of 12, 25 kg bag…).
• The quantity and unit price on each line, then the totals excluding VAT, VAT and including VAT.
• The requested delivery date and address.
• The agreed terms: payment method, timeframe, any discount.
• The buyer's signature and stamp.

Example: a grocery orders from its wholesaler

The figures below are an illustration. A grocery orders from its wholesaler 20 cases of biscuits at 180 DH excluding VAT and 10 cases of juice at 120 DH excluding VAT.

First line: 20 × 180 = 3,600 DH. Second line: 10 × 120 = 1,200 DH. Total excluding VAT: 4,800 DH. With VAT at 20%, i.e. 960 DH, the total including VAT comes to 5,760 DH.

Watch the rate: since 1 January 2026, VAT in Morocco is 20% or 10%, and some products are exempt. The rate depends on the product; here, 20% is only used for the calculation. If in doubt, check with your accountant.

After the order: delivery, delivery note and invoice

The purchase order does not move the goods. The supplier delivers with a delivery note (DN), which you check case by case before signing. Then comes the invoice, drawn up on what was delivered.

Delivery often happens in several goes. In the example, the wholesaler has only 6 cases of juice: they deliver 20 cases of biscuits and 6 of juice. The order is not closed; 4 cases of juice remain to be delivered. Keep your purchase order to hand to tick off what is missing at each delivery.

For wholesalers: when it is your customers who order

If you are a wholesaler or distributor, the purchase order comes the other way: it is your customer who commits. It is the storekeeper's document, who prepares line by line and finds out at the depot what is missing, rather than in front of the customer.

The real work is tracking what remains to be delivered on each order. On paper, with partial deliveries, you end up delivering the same thing twice, or never delivering the balance.

In Gestio, a quote becomes a purchase order, then a delivery note, then an invoice, without retyping anything. A delivery note cannot exceed what remains to be delivered, the order stays open until the last line, and stock goes down only with the delivery note. Each company chooses whether an order can be taken for a product with zero stock. On the purchasing side, it is the same flow: supplier purchase order, then goods receipt, where stock goes up. To try it on your own orders, the free trial lasts 7 days.