Free document template
Purchase Order Form (ใบสั่งซื้อ)
A purchase order is the document purchasing issues to a supplier to confirm a buy on the prices and terms of an agreed quotation. Download the Excel form below, put your company in the buyer block, and reference the quotation you accepted. No signup and no email required.
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.
Turn this workbook into a quotation
A purchase order references a quotation. List the items you plan to order in this workbook and upload it. We reply within 1 business day, usually with the quotation your PO can reference.
What a purchase order is
A purchase order (PO, ใบสั่งซื้อ) is the document a buyer issues to a supplier to order goods or services at the items, prices and terms agreed from a quotation. Unlike the purchase requisition, it crosses the company boundary: the supplier receives it, and once the supplier accepts it, the PO is a binding order for both sides.
The PO also anchors the paper trail that follows. The delivery note is checked against it, and the invoice and tax invoice reference its number, which is how accounting matches what was billed to what was ordered.
PO vs quotation: the difference
The two documents travel in opposite directions:
| 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 |
The internal step before a PO is the requisition: Free purchase requisition (ใบขอซื้อ) template
What the form should contain
The template carries the fields the supplier and both accounting teams look for:
PO number and date
The number every later document quotes: delivery note, invoice and tax invoice all match against it.
Buyer and supplier identity
Company names, addresses and tax IDs for both sides, so the tax invoice that follows can be issued correctly the first time.
Quotation reference
The quotation number this PO accepts. Lines, prices and terms should match it; a PO that drifts from the quotation invites a dispute.
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.
Supplier acceptance
A signature line for the supplier, because acceptance is what makes the order binding.
The PO number ties the whole document chain
One habit saves accounting hours every month: make every later document quote the PO number.
On the delivery note
Receiving checks quantities against the PO lines, and partial deliveries stay countable.
On the invoice and tax invoice
Ask the supplier to state the PO number on both. Accounting then matches billed against ordered without guesswork.
In procurement systems
Corporate purchasing tools match invoices to orders by PO number automatically; an invoice that carries it clears faster.
In a dispute
Wrong item, wrong price or a missed deadline is settled by reading the PO and the quotation it references, not by reconstructing emails.
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. The order is now binding on both sides.
- 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 the difference between a purchase order and a quotation?
A quotation is the supplier’s offer: these items at these prices, valid for a stated period. A purchase order is the buyer’s acceptance in document form: it orders the items on the quoted terms, and it becomes binding once the supplier accepts it.
When does a purchase order become binding?
When the supplier accepts it. Until acceptance, a PO is an offer to buy. This template includes a supplier-acceptance signature line so the acceptance lives on the document itself.
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 that will 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.
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.
What is the difference between a PR and a PO?
A purchase requisition (PR) is the internal request for approval to buy; it never leaves the organization. The purchase order is the external document that places the approved buy with the supplier. Our free purchase requisition template covers the internal side.
What lab purchasing teams quote most
pH and conductivity meters
Define parameters, electrodes and calibration standards before quoting.
Laboratory centrifuges
Compare RCF, rotors and tube formats before the top speed.
Autoclaves
State the load, chamber size and the documents you need.
Balances and scales
Capacity and readability decide the class before the brand.
Laboratory glassware
Give capacity, class A or B and the joint on every line.
Viscometers
Match spindle and viscosity range to the real sample.
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 reply within 1 business day.