Purchase Order Ready to Send: HS Codes and Incoterms
A purchase order is the document that turns a quote into a commitment. Use this Excel template when you buy from an overseas factory and need the spec, quantity, unit price, Incoterm, and ship-by date in one place the supplier can acknowledge.
It is built for importers rather than domestic office supplies. HS code, Incoterm with a named place, and ship-by date sit on the header because those three are what customs paperwork and freight quotes actually depend on. Line totals calculate themselves.
What is in the purchase order template
| Field | What goes in it |
|---|---|
| Line | Sequential line number for referencing in emails and disputes. |
| SKU | Your internal code, not the supplier’s. It has to match your inventory system. |
| Description | What it is, what it is made of, and any finish or print detail. |
| HS code | Six digits minimum. It drives duty rate and customs classification. |
| Qty | Ordered quantity in the unit named beside it. |
| Unit | pcs, sets, cartons, kg, whatever the price was quoted against. |
| Unit price | The agreed price in the PO currency, before freight. |
| Line totalauto | Quantity multiplied by unit price. |
Mistakes this template is designed to prevent
No PO number on the downstream documents
If the commercial invoice and packing list do not carry the PO number, reconciling a part-shipment against what you ordered turns into detective work. Require it in writing.
The Incoterm is missing or vague
"FOB" alone is incomplete. It needs a named port, as in FOB Shenzhen, because the rule only defines where cost and risk transfer once you name the place.
No ship-by date
A PO with a lead time but no date gives you nothing to hold the supplier to. Put a calendar date on it and require written notice of slippage.
Purchase Order Template FAQ
Related reading
- How to create a purchase order. The fields an FBA or Shopify importer actually has to lock
- What is Net 30 for importers. Payment terms on the PO, and what they do to cash
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The template is free. Keeping fifty of them in sync is the problem.
A spreadsheet works until there are eleven versions of it and nobody knows which one the supplier filled in. SupplyAutomate keeps purchase orders, supplier documents, shipments, and landed costs in one workspace that updates as the order moves.