Free Purchase Order Template (Singapore)
Free Excel purchase order template for Singapore SMEs — supplier and delivery blocks, itemised lines with GST at 9%, and an authorisation sign-off.
Tired of editing spreadsheets by hand every month? ArcPay generates GST-compliant invoices and tracks payment automatically. Try it free →
What this template is
A purchase order (PO) in Excel that puts your orders to suppliers in writing: what you’re buying, the agreed price, where to deliver, and who authorised the spend. The itemised table computes amounts, 9% GST and the total automatically.
A numbered PO gives you a paper trail — when the supplier’s invoice arrives you match it against the PO before paying, which is the simplest control against overbilling an SME can run.
How to use it
- Fill in your company block (buyer) and the supplier’s details, including UENs on both sides where known.
- Number POs sequentially (PO-0001 …) and set the required delivery date.
- Itemise what you’re ordering — item code, description, quantity, agreed unit price. The amounts and GST calculate automatically.
- Have the authorised person sign the bottom block before sending. When the supplier invoices you, match invoice → PO → delivery before paying.
Made for Singapore
- GST at 9% is included as a separate line so the PO total matches the supplier’s eventual tax invoice — if the supplier is not GST-registered, delete the GST row.
- Recording the supplier’s UEN on the PO makes three-way matching and vendor records cleaner, and helps when you verify their GST registration status on the IRAS register.
- POs are part of your business records — keep them with the matching invoice for 5 years.
Frequently asked questions
Is a purchase order a contract?
A PO is an offer to buy on stated terms; when the supplier accepts it (by confirming or delivering), it generally becomes binding. It also protects you — a supplier can’t claim you ordered more than the PO says.
Do small businesses really need POs?
Once more than one person can commit the company to spending, yes. A numbered PO with an authorisation signature is the cheapest spend-control there is, and it makes supplier-invoice matching mechanical instead of memory-based.
Should the PO amount include GST?
Show it both ways, as this template does: line amounts before GST, then GST at 9% and the grand total. That way the total matches the supplier’s tax invoice and there are no surprises at payment time.
More free templates
- Free Expense Report Template (Singapore) — 20-row claim sheet that splits the 9% GST portion out of receipts, with approval sign-offs
- Free Invoice Template (Singapore) — IRAS-compliant tax invoice layout with GST at 9%, UEN and GST registration fields, and PayNow payment details
- Free Quote Template (Singapore) — itemised pricing with GST at 9%, validity period, and a customer acceptance block
Last reviewed 3 July 2026. Tax rates and thresholds change — verify against IRAS before relying on them.