Free document template
Purchase Order Form (ใบสั่งซื้อ)
A purchase order (PO, ใบสั่งซื้อ) is the document a buyer issues to a supplier to order items at the prices and terms of an agreed quotation. Download the free Excel form below, with no signup or email, and see a filled-in example under it.
Bilingual Thai and English. Buyer and supplier blocks with tax IDs, a quotation-reference field, ten line rows with automatic subtotal, VAT 7% and grand total, and a supplier-acceptance signature. Prints on one A4 page. Free to use and adapt.
A PO is optional when ordering from ManaEsse. If your organization requires one, use your own format or download this template. Otherwise, confirm by replying to our quotation.
Purchase order example (filled in)
A lab order for a pH meter and its solutions, entered in the template’s own fields.
- PO No.:
- PO-2026-0101
- Date:
- 1 October 2026
- Ref. quotation no.:
- QT-2026-0458
- Payment terms:
- 30 days credit
- Buyer:
- Example Co., Ltd. (QC laboratory)
- Supplier:
- Sample Supplier Co., Ltd.
- Delivery date:
- 30 October 2026
- Deliver to:
- QC laboratory, Building 2
Scroll horizontally to see all columns.
| No. | Item / specification | Code / model | Qty | Unit | Unit price (THB) | Amount (THB) | Notes |
|---|---|---|---|---|---|---|---|
| 1 | Benchtop pH meter with pH electrode | EX-PH100 | 1 | unit | 18,500.00 | 18,500.00 | Calibration certificate |
| 2 | pH buffer set 4.01 / 7.00 / 10.01, 500 ml each | EX-BUF500 | 2 | set | 1,450.00 | 2,900.00 | COA |
| 3 | Electrode storage solution, 250 ml | EX-STO250 | 1 | bottle | 650.00 | 650.00 | |
| Subtotal | 22,050.00 | ||||||
| VAT 7% | 1,543.50 | ||||||
| Grand total | 23,593.50 | ||||||
Example only: company names, codes and prices are fictional.
What a purchase order is
A purchase order is the document that goes to the supplier. The purchase requisition (PR) before it is an internal request for approval and never leaves the organization; the PO places the approved buy on the items, prices and terms of the accepted quotation.
PO vs quotation: the difference
| Purchase order (PO) | Quotation (ใบเสนอราคา) | |
|---|---|---|
| Issued by | The buyer, to the supplier | The supplier, to the buyer |
| What it says | We are buying these items on these terms | We offer these items at these prices |
| Legal effect | A binding order once the supplier accepts it | An offer, valid for its stated period |
| When | After quotations are compared and approved | Before the buying decision |
| Prices | Copied from the accepted quotation | Proposed by the supplier |
What the form should contain
PO number and date
The delivery note, invoice and tax invoice all quote this number, and procurement systems match invoices to orders by it.
Buyer and supplier identity
Company names, addresses and tax IDs for both sides, so the tax invoice that follows is issued correctly the first time.
Quotation reference
The quotation number this PO references. Lines, prices and terms should match it; if the wrong model, price or date arrives, the PO and this quotation settle it.
Line items
Item, specification, code or model, quantity, unit and unit price, restated from the quotation.
Subtotal, VAT and total
The standard Thai VAT rate of 7% is pre-filled and editable; zero it for exempt items.
Payment terms
Credit days or advance payment, as agreed on the quotation.
Delivery date and place
Where and by when, so acceptance of the PO is acceptance of the deadline too.
Signatures
Prepared by and authorized by on the buyer side, and accepted by the supplier. The supplier’s acceptance is what makes the order binding.
Filling in a PO for lab equipment and chemicals
The form has no separate grade or CAS column, because a PO line restates what the quotation already settled. Put the lab detail in these fields:
Code / model
The catalog number or model exactly as quoted. One product name can cover several models at different prices.
Item / specification
The quoted description. For chemicals, include the grade and the pack size, for example 500 ml or 2.5 L.
Notes
Documents that must arrive with the goods, such as a COA, SDS or calibration certificate.
Deliver to
The lab or building that receives the goods, not only the company address.
Grade and CAS columns are on the requisition, the step before the quotation: Free purchase requisition (ใบขอซื้อ) template
From quotation to closed order
- 1
Compare quotations
Purchasing collects quotations for the approved requisition and picks one.
- 2
Issue the PO
Referencing the chosen quotation, within its validity period.
- 3
The supplier accepts
And confirms the delivery date.
- 4
Receive against the PO
Goods are checked against the PO lines on delivery.
- 5
Invoice references the PO
The invoice and tax invoice quote the PO number, and accounting matches and pays.
Common questions
What is ใบสั่งซื้อ in English?
Purchase order, usually shortened to PO. The documents around it are the purchase requisition (ใบขอซื้อ, PR) that comes before it and the quotation (ใบเสนอราคา) it references.
When does a purchase order become binding?
When the supplier accepts it. Until then, a PO is an offer to buy. This template has a supplier-acceptance signature line, so the acceptance sits on the document itself.
Can a purchase order be changed or cancelled after the supplier accepts it?
Agree any change or cancellation with the supplier and record it in writing. If you want a cancellation right, write the condition on the form’s Additional terms line before the supplier accepts.
Does a purchase order need VAT?
A PO normally shows the subtotal, VAT at the standard Thai rate of 7% and the grand total, so both sides agree on the amount to be billed. The PO itself is not a tax document; the tax invoice that follows is. For exempt or zero-rated items, edit or zero the VAT cell.
Does a small business need purchase orders?
It depends on your own approval rules and on what the supplier asks for. A PO gives you the order in writing and a number to match the invoice against. When ordering from ManaEsse, a PO is optional: replying to our quotation confirms the order.
How is a purchase order sent to the supplier?
Email and LINE are both normal in Thailand; what matters is that the supplier confirms receipt and acceptance. We accept purchase orders against our quotations by either channel and confirm the delivery time on receipt.
Turn this workbook into a quotation
If your PO needs a quotation reference, send the items you plan to order. We will check the requirements and prepare a quotation for your purchasing process.
What does your team need to purchase?
Or browse a shelf: pH meters, Centrifuges, Autoclaves, Balances, Glassware and Viscometers
A PO starts from a quotation. Request ours
One quotation can combine any brands, including items outside the catalog, with a stated validity period, so your PO can reference it directly. Send the list by form, email or LINE; we’ll check your requirements and confirm pricing and delivery details.