PMC›📦 Procurement & Stores›Purchase Order (PO)

Purchase Order (PO)

form
PMC-PRC-FRM-004·v1.0-beta·⚠ Beta — review before use

This is the official document issued to a vendor to buy materials or services. It is a legally binding contract once accepted, so all details like price, quantity, specifications, and delivery terms must be precise.

ReferencesThe Sale of Goods Act, 1930Central GST Act, 2017CPWD Works Manual, Chapter 16: Procurement of StoresFIDIC Red Book 1999, Sub-Clause 4.4
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📍 When to use this template
  • After selecting a vendor based on an approved Comparative Statement (CS).
  • Triggered by an approved Purchase Requisition (PR) for required materials or services.
  • Prepared by the Purchase/Procurement department and approved by the designated authority based on the PO value.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header & Project Information7 fields
Project Name
_____________
Contract Package No.
_____________
Purchase Order (PO) No.
_____________
PO Date
_____________
Reference Purchase Requisition (PR) No.
_____________
Prepared By (Name & Designation)
_____________
Approved By (Name & Designation)
_____________
2Vendor Details7 fields
Vendor Name & Code
_____________
Vendor Address
_____________
Contact Person
_____________
Contact Number
_____________
Email ID
_____________
Vendor GSTIN
_____________
Vendor PAN
_____________
3Billing & Delivery Details6 fields
Billing Address (Consignee)
_____________
Delivery Address (Ship-to Location/Site Address)
_____________
Delivery Schedule / Required By Date
_____________
Mode of Transport
_____________
Freight Terms (e.g., FOR Site, Ex-Works)
_____________
E-Way Bill Responsibility (Supplier/Buyer)
_____________
4Item Details / Bill of Quantities11 fields
Sr. No.
_____________
Item Description (including Make/Brand, Grade, and Technical Spec. Ref.)
_____________
HSN / SAC Code
_____________
Unit of Measurement (UOM)
_____________
Quantity Ordered
_____________
Unit Rate (INR)
_____________
Discount (if any)
_____________
Taxable Value
_____________
GST Rate (%)
_____________
GST Amount (INR)
_____________
Total Amount (INR)
_____________
5Commercial Terms & Conditions7 fields
Price Basis (e.g., FOR site, inclusive of P&F, loading, unloading, freight, insurance)
_____________
Payment Terms (e.g., 30 days post GRN & invoice submission)
_____________
Liquidated Damages (LD) for Delay
_____________
Warranty / Guarantee Period
_____________
Inspection & Testing Requirements (e.g., Pre-dispatch, MTC required)
_____________
Submission of Test Certificates / Calibration Reports
_____________
Performance Bank Guarantee (PBG) Clause (if applicable)
_____________
6Attachments & References5 fields
Attached Approved Technical Data Sheet (TDS)
_____________
Attached Approved Drawing No.
_____________
Vendor's Quotation Ref. & Date
_____________
Comparative Statement (CS) Ref. No.
_____________
Contract Agreement Clause Reference
_____________
7Acceptance & Authorization2 fields
For [Your Company Name] (Authorized Signatory Name, Signature & Seal)
_____________
For [Vendor Name] (Acceptance with Company Seal, Signature & Date)
_____________
💡 Sample filled excerpt
Item Details:
Sr. No: 1 | Item: TMT Steel Fe-500D, 12mm dia | Make: JSW NeoSteel | HSN: 72142090 | Qty: 25 MT | Rate: ₹62,000.00/MT | Total: ₹15,50,000.00
Sr. No: 2 | Item: Ordinary Portland Cement (OPC) 53 Grade | Make: UltraTech | HSN: 25232910 | Qty: 500 Bags | Rate: ₹380.00/Bag | Total: ₹1,90,000.00
⚖ Compliance notes
  • Forms a legal contract under The Indian Contract Act, 1872 and The Sale of Goods Act, 1930.
  • Crucial for GST compliance, enabling Input Tax Credit (ITC) claims and E-Way Bill generation.
  • A primary document for internal and external financial audits to verify procurement expenses and authorization.
  • Establishes supplier obligations as per FIDIC Sub-Clause 4.4 (Subcontractors/Suppliers).
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