What to Include in a Wholesale Purchase Order (Checklist)

Updated September 2026 · 7 min read

Short answer: A wholesale purchase order should include your business and supplier details, a PO number and date, each item’s SKU, description, quantity, and unit price, plus shipping terms, delivery date, payment terms, and any quality or packaging requirements. If you’re wondering what to include in a purchase order, the rule is simple: anything you’d argue about later belongs on the PO now.

A purchase order (PO) is the document you send a supplier to officially place an order. Once the supplier accepts it, it becomes the record of what you agreed to buy. A vague PO leads to wrong colors, missing items, and surprise freight charges. A clear one protects your money and your time.

What is a purchase order?

A purchase order is a buyer’s written offer to buy specific goods at specific prices and terms. The supplier reviews it and confirms, sometimes with an order confirmation or a pro forma invoice. After the goods ship, the supplier sends an invoice that should match your PO.

POs help you:

• Get exactly what you ordered
• Lock in prices and terms before goods ship
• Track open orders and expected deliveries
• Match invoices before you pay
• Settle disputes with a clear record

What to include in a purchase order: the full list

Here’s every section a solid wholesale PO should have.

1. Header information

• PO number: A unique number for tracking. Use a simple system, like the year plus a sequence (2026-014).
• PO date: The day you issue it.
• Your business details: Legal name, billing address, contact person, phone, and email.
• Supplier details: Company name, address, and your contact there.
• Ship-to address: Where the goods should go, if different from billing. Note receiving hours and any dock or liftgate needs.

2. Line items

Each product gets its own line with:

• Supplier SKU or item number (and your own SKU, if you use one)
• Clear description, including color, size, material, and style
• Quantity, and the unit of measure (each, inner pack, case)
• Case pack, so everyone knows how many units are in a case
• Unit price and line total

Unit of measure causes more mix-ups than almost anything else. “10” could mean 10 pieces or 10 cases of 24. For more on this, see our guide to case packs vs. inner packs.

3. Totals and pricing

• Subtotal
• Discounts (volume, early order, show special)
• Shipping and handling charges, or “freight included” if that’s the deal
• Taxes, if applicable, or a note that the order is for resale
• Grand total and currency (especially for overseas suppliers)

4. Shipping and delivery terms

• Ship date or delivery window, and a cancel-by date if late goods won’t be accepted
• Shipping method (parcel, LTL freight, ocean, air)
• Who pays freight, and whether you use your own carrier account
• For imports, the agreed Incoterm, like FOB or DDP, with the named place

Incoterms decide who pays for what and when risk moves to you. Our guide to Incoterms for small businesses explains the common ones.

5. Payment terms

• Terms (prepay, net 30, deposit plus balance)
• Deposit amount and due date, if any
• Accepted payment methods
• When the balance is due, for example “before shipment” or “30 days after invoice”

6. Quality, packaging, and labeling requirements

• Reference to an approved sample or spec sheet
• Packaging requirements, like poly bags, hang tags, or retail-ready boxes
• Barcode or label requirements
• Carton markings, weight limits, and pallet rules
• Any required product testing or certificates

If you approved a sample, name it on the PO so the production run has to match it. Keep a photo and a written note of the approved sample in your files.

7. Terms and signatures

• Your return and defect policy, or a reference to your supplier agreement
• What happens if goods are late, short, or wrong
• Authorized signature and name on your side
• A line for the supplier to sign or confirm by email

PO section	Key fields	Why it matters
Header	PO number, dates, both parties’ details	Tracking and a clear paper trail
Line items	SKU, description, quantity, unit, price	You get exactly what you ordered
Totals	Subtotal, discounts, freight, grand total	No surprise charges on the invoice
Shipping	Ship window, method, Incoterm, cancel date	Goods arrive on time and on budget
Payment	Terms, deposit, method	Everyone knows when money moves
Quality	Sample reference, packaging, labels	Goods match what you approved
Signatures	Buyer and supplier confirmation	Proof both sides agreed

What does a simple PO look like?

Here’s a sample layout for one line, using example numbers.

What should you do after sending the PO?

Sending the PO isn’t the end. A few habits keep orders on track:

1. Get written confirmation. Don’t assume silence means yes.
2. Check the confirmation against your PO. Suppliers sometimes change prices, quantities, or dates.
3. Track open POs. A simple spreadsheet with PO number, supplier, ship date, and status is enough.
4. Receive against the PO. Count cartons and check items when goods arrive.
5. Do a three-way match. Compare the PO, packing list, and invoice before you pay.

What are the most common PO mistakes?

• Vague descriptions. “Blue mug” isn’t enough when the supplier makes five blues.
• No unit of measure. Always say pieces, inner packs, or cases.
• Missing cancel date. Without one, you may have to accept holiday stock that shows up in January.
• Freight left blank. If the PO doesn’t say who pays, expect it on your invoice.
• Reusing PO numbers. Duplicate numbers make matching invoices a headache.

PO vs. invoice: what’s the difference?

A purchase order comes from you, the buyer, before the goods ship. An invoice comes from the supplier after the goods ship (or before, for prepaid orders), and it requests payment. The invoice should reference your PO number. If the two don’t match, sort it out before you pay.

For larger or ongoing supplier relationships, a PO works alongside a broader supplier agreement. See our supplier agreement checklist for the terms that belong there.

FAQ

What are the required parts of a purchase order?

At minimum: PO number, date, buyer and supplier details, item descriptions, quantities, prices, total, delivery details, and payment terms.

Is a purchase order legally binding?

Once the supplier accepts it, a PO generally acts as a contract for that order. Rules vary, so talk to a business attorney for large or complex deals. This isn’t legal advice.

Do small businesses need purchase orders?

Yes. Even a one-page PO sent by email gives you a clear record and cuts down on mistakes.

What should I include in a purchase order for overseas suppliers?

Add the Incoterm and named place, currency, deposit schedule, packaging and carton marking rules, required documents, and a reference to your approved sample.