# Purchase Order Format for India (GST-ready, Editable)

> Source: https://netray.co/tools/purchase-order-format-india-template
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

A purchase order format with GSTIN, HSN, delivery schedule, payment terms and an MSME payment clause, ready to export.

## Category

regional

## Region

India

## Audience

- Purchase manager
- Accountant
- Indian SME owner

## Tool

**Kind:** template

**Output:** document

**Fields:**

#### Buyer company

**Key:** buyer

**Type:** text

**Default:** Deccan Electro Mechanicals Pvt Ltd

#### Buyer GSTIN

**Key:** buyer_gstin

**Type:** text

**Default:** 36AAAAA0000A1Z5

#### Ship-to address

**Key:** buyer_addr

**Type:** textarea

**Default:** Survey 88, Patancheru, Sangareddy, Telangana 502319

#### PO number

**Key:** po_no

**Type:** text

**Default:** PO/26-27/0311

#### PO date

**Key:** po_date

**Type:** date

**Default:** 2026-10-19

#### Vendor

**Key:** vendor

**Type:** text

**Default:** Sri Lakshmi Castings

#### Vendor GSTIN

**Key:** vendor_gstin

**Type:** text

**Default:** 33DDDDD3333D1Z9

#### Vendor Udyam number

**Key:** udyam

**Type:** text

**Default:** UDYAM-TN-00-0000000

**Help:** Leave blank if the vendor is not MSME registered.

#### Item and specification

**Key:** item

**Type:** textarea

**Default:** Aluminium die casting housing, drawing DEM-4471 rev C, ADC12

#### Quantity

**Key:** qty

**Type:** text

**Default:** 2000 NOS

#### Unit rate (Rs)

**Key:** rate

**Type:** text

**Default:** 315.00

#### GST rate

**Key:** gst

**Type:** text

**Default:** 18%

#### Delivery date

**Key:** delivery

**Type:** date

**Default:** 2026-11-30

#### Payment terms (days from acceptance)

**Key:** pay_days

**Type:** select

**Options:**

- 15
- 30
- 45

**Default:** 45

#### Inspection requirement

**Key:** inspection

**Type:** select

**Options:**

- Incoming inspection at buyer
- Supplier test certificate required
- Third party inspection

**Default:** Supplier test certificate required

**Blocks:**

#### PURCHASE ORDER

**Body:** PO no: {{po_no}}
Date: {{po_date}}

Buyer: {{buyer}}
GSTIN: {{buyer_gstin}}
Ship to: {{buyer_addr}}

#### Vendor

**Body:** {{vendor}}
GSTIN: {{vendor_gstin}}
Udyam registration: {{udyam}}

#### Order lines

**Table:**

**Columns:**

- Item and specification
- Qty
- Rate (Rs)
- GST
- Delivery date

**Rows:**

**0:** {{item}}

**1:** {{qty}}

**2:** {{rate}}

**3:** {{gst}}

**4:** {{delivery}}

#### Commercial terms

**Body:** Payment: {{pay_days}} days from date of acceptance of goods. Where the vendor is a micro or small enterprise, payment is made within the period agreed in writing, not exceeding 45 days from acceptance, as per the MSMED Act.

Inspection: {{inspection}}.

Goods that fail inspection will be rejected and returned at vendor cost. Invoice must quote the PO number and carry the correct GSTIN and HSN.

#### Approval

**Signatures:**

- Prepared by
- Purchase manager
- Authorised signatory

**Notes:** A starting point, not legal advice. Have your legal or finance adviser review warranty, liability and jurisdiction terms before adopting this as your standard PO.

## Content

**Intro:** A purchase order is a contract document, and a weak one leads to disputes over specs, delivery and payment. This format covers the fields Indian buyers usually need: both GSTINs, drawing and revision, HSN, delivery date, payment terms and the MSME payment clause.

**Sections:**

#### How to use the format

**Body:** Fill the buyer and vendor blocks, then describe the item precisely. A drawing number and revision cut down rework when a supplier builds to an old issue. Choose payment days carefully: if the vendor is a registered micro or small enterprise, the payment period agreed in writing cannot exceed 45 days from acceptance. Export the PDF for the vendor and keep the Excel copy as an entry sheet for your accounting package.

**Bullets:**

- Quote the PO number on every delivery challan and invoice
- Capture the vendor Udyam number to apply the MSME clock correctly
- State the inspection route so receiving knows what to do

#### Why the MSME clause matters

**Body:** Section 15 of the MSMED Act requires payment to micro and small suppliers by the agreed date, or within 15 days of acceptance where there is no agreement, and never beyond 45 days. Section 43B(h) of the Income-tax Act also allows the deduction for such payments only when actually paid within those limits. A PO that records the Udyam number and the payment days gives your accounts team the data needed to track this.

#### Common mistakes

**Body:** Frequent problems are vague descriptions, missing drawing revisions, no delivery date, and GST rates quoted without HSN. Others are verbal payment terms that differ from the PO, and sending POs by email without an acceptance record. Ask vendors to return a signed copy or acknowledgement, and keep it with the PO. Most ERPs, including Tally Prime and Busy, can print a PO, but a clean base format helps you compare what they print.

**Cta:** If purchase orders are created manually and re-keyed, we can discuss generating them from planning output in your ERP with an approval step.

**Faq:**

#### Is the MSME 45 day limit mandatory?

**Answer:** For micro and small enterprise suppliers, yes, the written agreement cannot exceed 45 days from acceptance or deemed acceptance. Medium enterprises are not covered by the same rule. Verify the supplier status through their Udyam registration.

#### Should the PO include GST?

**Answer:** State the GST rate or specify that prices are exclusive of GST. Printing the vendor and buyer GSTIN helps the vendor choose between IGST and CGST plus SGST. Final tax appears on the vendor invoice.

#### Can I add general terms?

**Answer:** Yes. Attach your standard terms covering warranty, rejection, delay penalties and governing law after your legal adviser reviews them. This template keeps only the core commercial terms.

#### Can I load the Excel output into Tally?

**Answer:** The export is a document layout, not an import file. You can copy lines into a Tally voucher or use your own import mapping, but check ledger and stock item names first.

## Search terms

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