A purchase order (PO) is the document a buyer sends a vendor to confirm an order: what is wanted, at what price, to be delivered where. Once the vendor accepts it, the PO is the reference for the delivery and the invoice. For the full explanation, read what a purchase order is.
This page gives you a free, plain PO template for Malaysian contractors and small and medium businesses. Print it or fill it in on a computer. No sign-up is needed.
Download the template
English
Bahasa Malaysia
The Excel file has formulas, so amounts, subtotal and total work themselves out. The PDF has the same layout for filling in by hand.
When to use a purchase order
Issue a PO before you receive goods or services, not after. It is the right tool when you:
- order materials, equipment or services from a vendor;
- want a written record of the agreed price and quantity;
- need something to check the delivery order and invoice against.
Without a PO, a disagreement about price or quantity comes down to memory. With one, both sides can see what was agreed. The PO normally follows an approved purchase requisition and is checked against the invoice later. The difference is explained in purchase order vs invoice.
What is in the template
- Company details - your name, address, contact and SST registration number, if any.
- Document details - PO number, date, project or site and the requisition it came from.
- Vendor and delivery - vendor name and address, delivery address and payment terms.
- Ordered by and approved by - who placed the order and who approved it.
- Line items - number, description, quantity, unit, unit price in RM and amount in RM.
- Totals - subtotal, SST rate, SST amount and total.
- Terms and notes - space for delivery terms and special instructions.
- Signature lines - ordered by, approved by and vendor acknowledgement.
The SST rate starts at 0%. Enter the rate that applies to what you are buying and check it with your accountant.
Tips for using it well
- Number POs in sequence and never reuse a number.
- Put the PO number on the delivery order and invoice, and ask the vendor to do the same.
- State the delivery address and date clearly, especially for site deliveries.
- Keep a signed copy with the delivery order, so you can match them later (three-way matching).
Do this in Bilaro instead
Filling in a template by hand means retyping vendor details and chasing signatures. In Bilaro, an approved request becomes a purchase order as PDF, ready to send to the vendor. Approvals run Manager first, then Director above a threshold you set. Each PO stays linked to its request and its approval on one audit trail, and department budgets are checked when the request is raised.
When goods arrive, Bilaro records them with a photo of the delivery order and checks the order, delivery and invoice against each other (three-way match). It also creates export files for SQL Account and AutoCount. You can start on the Free plan, no card needed.
Is this purchase order template really free?
Yes. Download it, edit it and print it as often as you need. There is no sign-up and no charge.
Does a purchase order need a signature?
It is good practice. A signed PO shows that someone with authority approved the purchase. The template has signature lines for the person who ordered it, the approver and the vendor.
What should I do about SST on a PO?
Enter the SST rate in the shaded cell, and the template works out the SST amount and the total. The correct rate depends on the goods or services and on whether your vendor is registered, so check with your accountant.
Can I add more lines to the Excel template?
Yes. Insert rows inside the table and copy the formula in the amount column down. The subtotal and total will include them.
Put your procurement on the record.
Bilaro links requisitions, approvals, purchase orders, and your vendor register in one audit-ready system, built for Malaysian construction and O&G teams. Free plan for 2 users, no card needed.