A Purchase Order (PO) is a formal commercial document issued by a buyer to a seller (supplier) to request or confirm the order of specific goods or services at a set price and with defined terms.
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Use this free purchase order template to create a professional request for goods or services for your Australian business. Issuing a PO is a critical step in the procurement process, as it secures the agreement from the buyer's side and defines the transaction's terms before the seller ships the goods or provides the services.
Docusign's purchase order template is easily customisable and includes terms and conditions tailored for business-to-business transactions in Australia. Once the PO is completed, you can securely share the document via a Docusign envelope to the supplier for their review and signature of acceptance. Upon the supplier's acceptance, a legally binding contract is formed. The completed and signed record is securely stored in your Docusign account for easy access, downloading, or printing.
A PO is a formal commercial document that initiates the buying process. It details exactly what the buyer intends to purchase, the agreed-upon prices, and the payment and delivery terms.
Crucially, a PO is a document of intent from the buyer, and once it is accepted by the seller, it becomes a legally binding contract between the two parties. This makes it an essential tool for:
Controlling Spending and Budgeting: POs help ensure funds are available and committed before a purchase is made, leading to better financial management.
Avoiding Disputes: By clearly setting out the buyer’s expectations on quality, quantity, price, and delivery, it reduces the likelihood of misunderstandings later in the transaction.
Streamlining Accounting: The unique purchase order number is used to match the PO with the supplier's later invoice, simplifying reconciliation and financial tracking for both parties.
This sample purchase order template is designed for any Australian business, government body, or organisation that regularly procures goods or services from external suppliers.
The template is essential for:
Procurement and Purchasing Departments: To standardise the ordering process, ensure proper authorisation for spending, and maintain clear records of all commitments.
Accounts Payable: To accurately match supplier invoices against the initial order (the PO) before issuing payment.
Suppliers/Sellers: The document provides them with the formal assurance of payment and clear instructions on what to supply and when to deliver.
The primary purpose of the purchase order template is to serve as a written commitment from the buyer to purchase specific goods or services under agreed-upon terms. Once accepted by the supplier, the document ensures:
Mutual Clarity: It locks in the price, quantity, and specifications, protecting the buyer from unexpected price changes and guaranteeing the supplier's commitment to the order.
Compliance and Financial Tracking: It creates a traceable record for internal auditing and external tax purposes, ensuring that all purchases are properly documented with the relevant Australian Business Number (ABN) and GST details.
Legal Protection: It details warranties, terms of acceptance, and termination rights, providing legal security for both parties in case of non-conformance or delay.
A compliant and effective Purchase order in Australia should include the following essential information and clauses:
Identifying Details: Purchase order number, Date of order, and the Buyer's and Supplier's full details, including Australian Business Number (ABN).
Order Details: An itemised description of the goods or services, Quantity, Unit Price (AUD), and Total Price (AUD).
GST: Clear calculation of Goods and Services Tax (GST) and a clause stating the Buyer will pay GST upon receiving a valid Tax Invoice.
Delivery Details: The Delivery address and Delivery date, with a clause that states 'Time is of the essence' and details remedies for delay.
Invoicing and Payment: Requirement for the Supplier to provide a valid Tax Invoice that clearly states the PO number and a payment term (e.g., within 30 days).
Warranties and Consumer Law: Warrants that goods are of acceptable quality and fit for purpose, and explicitly acknowledges that Australian Consumer Law Guarantees cannot be excluded.
Acceptance and Rejection: The right of the Buyer to inspect and reject non-conforming goods or services within a reasonable time.
Intellectual Property (IP): A clause ensuring that any IP specifically created for the Buyer will vest in the Buyer upon creation.
Governing Law: Specifies that the agreement is governed by the laws of a named Australian state or territory.
Supplier Acceptance: A dedicated section for the Supplier's signature to confirm their reading, understanding, and agreement to the terms and conditions of the Purchase Order.
Disclaimer: These templates are provided for informational purposes only and do not constitute legal advice. They should not be construed as regulatory, legal, or privacy law compliant. The templates are not a substitute for professional legal advice and should not be relied upon for any specific situation or circumstance. Users are strongly advised to consult with a qualified attorney licensed in their jurisdiction before using or adapting these templates.
The templates are provided on an "as is", "with all faults" and "as available" basis. To the extent permitted by law, the provider expressly disclaims all warranties of any kind, whether express, implied, statutory, or otherwise, including but not limited to any warranties of merchantability, fitness for a particular purpose, or non-infringement. Docusign does not warrant or make any representations concerning the accuracy, likely results, or reliability of the use of the materials in these templates or otherwise relating to such materials or on any sites linked to these templates. Notwithstanding the above, nothing in this disclaimer is intended to exclude or limit any rights that cannot be excluded under Australian law, including the Australian Consumer Law.
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