hat Is a Purchase Order? Complete Guide for Shopify Merchants

A purchase order (PO) is a formal document sent from a buyer to a supplier specifying the products, quantities, and agreed prices for goods or services. It's the backbone of professional procurement and inventory management.

Why Purchase Orders Matter for Shopify Stores

Without purchase orders, Shopify merchants face:

• Stockouts — No record of what was ordered or when
• Price disputes — No written agreement on costs
• Inventory chaos — No tracking of incoming shipments
• Accounting issues — No paper trail for expenses

What Should a Purchase Order Include?

• PO number (unique reference)
• Supplier name and contact details
• Your store/company information
• Item description, SKU, quantity, unit price
• Total cost and payment terms
• Expected delivery date
• Shipping address

How to Create a Purchase Order in Shopify

Shopify doesn't have a built-in PO system. Here are your options:

1. Spreadsheets — Free but error-prone and no automation
2. Email chains — Hard to track, no central record
3. PODesk — Free Shopify-native app that creates POs in 30 seconds

PODesk: The Easiest Way to Create Purchase Orders

PODesk is a free Shopify app that lets you:

• Create supplier purchase orders in 30 seconds
• Export professional branded PDFs
• Track inventory receiving
• Get automated stockout alerts
• Import suppliers via CSV

Purchase Order Template

Download our free purchase order template pack (PDF + Google Sheets) from podesk.tech. Includes 5 professionally designed templates.

Best Practices for Purchase Order Management

1. Always use PO numbers — Makes tracking and reconciliation easy
2. Set clear payment terms — Net 15, Net 30, or upfront
3. Track delivery dates — Follow up on late shipments
4. Maintain supplier records — Keep contact info and pricing updated
5. Review before sending — Double-check quantities and prices

FAQ

Does Shopify have purchase orders?

No, Shopify doesn't have a built-in PO system. You need a third-party app like PODesk or manual spreadsheets.

How much does a purchase order system cost?

PODesk is free for up to 250 SKUs and 10 POs/month. Paid alternatives range from $49-$120/month.

What's the difference between a purchase order and an invoice?

A purchase order is sent BY the buyer TO the supplier. An invoice is sent BY the supplier TO the buyer.