Purchase Order Generator & Template Australia
A purchase order identifies your business as buyer, the supplier, a unique PO number, delivery details and ordered lines with quantity, price and GST treatment. It gives receiving and accounts teams a common reference for matching 3 records: the order, goods receipt and supplier invoice. Enter the agreed terms and save the PDF for the supplier and your records.
Document total
$772.34
- Subtotal ex
- $710.31
- GST total
- $62.03
- Tax invoice required
- Yes
Document preview
Purchase order
PO-0001
Issued 8 Sept 2026
Buyer
Example Trading Pty Ltd
ABN 53 004 085 616
Supplier
Example Customer
Delivery date: 22 Sept 2026
| Description | Qty | Unit price ex GST | Amount ex GST | GST |
|---|---|---|---|---|
| Consulting dayTaxable | 3 | $199.00 | $597.00 | $59.70 |
| GST-free export itemNo GST | 2 | $45.00 | $90.00 | $0.00 |
| WidgetTaxable | 7 | $3.33 | $23.31 | $2.33 |
- Subtotal ex GST
- $710.31
- GST
- $62.03
- Total AUD
- $772.34
Quote the purchase order number on delivery documents and invoices.
Document checks
- Your business identity is present: passed
- Document number is present: passed
- A valid issue date is present: passed
- Every line has a description, quantity and calculated amount: passed
- Document totals have been calculated: passed
- The supplied business ABN passes the check-digit test: passed
- Supplier identity or valid ABN is present: passed
- Due, validity or delivery date is valid and not before issue: passed
A passing ABN check verifies the check digit only. Confirm registration and GST status on ABN Lookup.
Show breakdown
Calculation breakdown
- Subtotal ex
- $710.31
- GST total
- $62.03
- Total inc
- $772.34
- Tax invoice required
- Yes
- Amount paid
- $0.00
- Amount due
- $772.34
| Subtotal ex | $710.31 |
|---|---|
| GST total | $62.03 |
| Total inc | $772.34 |
| Tax invoice required | Yes |
| Amount paid | $0.00 |
| Amount due | $772.34 |
| Description | Qty | Unit price ex | Amount ex | GST | Amount inc |
|---|---|---|---|---|---|
| Consulting day | 3 | $199.00 | $597.00 | $59.70 | $656.70 |
| GST-free export item | 2 | $45.00 | $90.00 | $0.00 | $90.00 |
| Widget | 7 | $3.33 | $23.31 | $2.33 | $25.64 |
ABN validation checks the check digit only. It does not confirm registration or GST status. Confirm the entity on ABN Lookup.
At a glance
- Required on a tax invoice
- Tax invoice wording, seller identity and ABN, date, quantity and price, GST amount and taxable status
- Sales of $1,000 or more
- the buyer's identity or ABN must also appear
- Note
- Tax invoices are required for sales over $82.50 including GST when the buyer asks
- GST
- 10% per taxable line; GST-free lines shown separately
- ABN check
- 11 digits, weighted sum divisible by 89 (this confirms the format, not the registration)
- Not registered for GST
- issue an "Invoice", not a "Tax invoice", with no GST
- Note
- Nothing you type leaves your browser; details can be remembered on this device only
How it is calculated
Round each discounted line amount to cents, apply GST to taxable lines and add the totals. Check the ABN or ACN algorithm separately from the document requirements.
line_amount_ex = round2(qty × unit_price × (1 − discount))
line_gst = round2(line_amount_ex × 10%) if GST applies else 0
subtotal = Σ line_amount_ex
gst_total = Σ line_gst (line rounding)
= round2(Σ taxable line_amount_ex × 10%) (total rounding)
total = subtotal + gst_total
ABN check: strip spaces; 11 digits; subtract 1 from the first digit; weights 10,1,3,5,7,9,11,13,15,17,19; sum mod 89 = 0
ACN check: 9 digits; weights 8,7,6,5,4,3,2,1 on the first 8; check digit = (10 − sum mod 10) mod 10 equals the 9th
Tax invoice requirements (ATO), checked live and shown as a checklist:
"Tax invoice" words · seller identity · seller ABN · date · description of items (qty and price) · GST amount shown, or "total price includes GST" when every line is taxable
· if total ≥ $1,000: buyer's identity or ABN · if some lines are GST-free: GST shown per line or the taxable lines markedWhy use a unique purchase order number?
The number ties the supplier’s confirmation, receiving record and invoice to the same authorised purchase. Use a consistent sequence and keep a copy of each issued order. A unique reference makes short deliveries, price differences and duplicate invoices easier to identify.
Does a purchase order replace the receiving record?
No. The order records what you requested; the receipt records what arrived, and the invoice records what the supplier charged. Compare all three before payment. Record partial deliveries and quantity differences separately so the remaining order quantity remains visible.
What must a tax invoice include in Australia?
The ATO sets seven requirements for a tax invoice for sales under $1,000: it must be intended to be a tax invoice (usually by carrying the words “Tax invoice”), show the seller’s identity and ABN, the date it was issued, a brief description of each item sold including quantity and price, the GST amount payable (or a statement that the total includes GST when every item is taxable at 10%), and the extent to which each sale is taxable when some items are GST-free. For sales of $1,000 or more it must also show the buyer’s identity or ABN. If any of these is missing the buyer cannot claim the GST credit until a valid invoice is issued, which is the most common reason a customer sends an invoice back. The generator shows the checklist beside the document and ticks each item as the form is completed.
How do you check an ABN is valid?
An Australian Business Number has 11 digits and a built-in check: subtract 1 from the first digit, multiply each digit by its weighting (10, 1, 3, 5, 7, 9, 11, 13, 15, 17, 19), add the results, and the total is divisible by 89 for a valid number. The generator runs that test as you type and flags a transposition or typo immediately, which catches most errors before the invoice goes out. It does not confirm the business exists or is registered for GST; for that, search ABN Lookup, which also shows the entity’s registered name and GST status, both worth checking before you pay a new supplier or extend credit to a new customer.
Should you charge GST on every line?
Only on taxable lines. A registered business charges 10% GST on most goods and services, but GST-free items (most basic food, some medical and educational supplies, exports) and input-taxed items carry none, so an invoice with mixed lines shows the GST per line and the total GST, and a GST-free line is marked as such. GST is rounded to the nearest cent, either line by line or on the taxable total, and the generator lets you choose. A business not registered for GST must not charge it and must not call the document a tax invoice; switch off “Registered for GST” and the generator produces a plain invoice with no GST column.
When does a business outgrow generating invoices by hand?
When the same customer, product and price details are typed into every document, when quotes turn into invoices by retyping, when stock is not reduced by the sale, and when the BAS is assembled from a folder of PDFs. Accounting software fixes the first two; the step after that is a system where the product record carries the price and tax code, a quote becomes an order becomes an invoice becomes a stock movement and a ledger entry without re-entry, and the ATO’s requirements are enforced on every document by design. That is the point at which we usually meet a wholesaler, and it is what moving from Xero or AccountRight to an ERP means in practice.
| Line | Qty | Unit price ex GST | Amount ex GST | GST | Amount inc GST |
|---|---|---|---|---|---|
| Consulting day | 3 | $199.00 | $597.00 | $59.70 | $656.70 |
| GST-free export item | 2 | $45.00 | $90.00 | $0.00 | $90.00 |
| Widget | 7 | $3.33 | $23.31 | $2.33 | $25.64 |
| Subtotal ex GST | $710.31 | ||||
| GST | $62.03 | ||||
| Total inc GST | $772.34 | ||||
| Compliance | Tax invoice required (over $82.50); buyer identity not required (total under $1,000) |
Frequently asked questions
Why use a unique purchase order number?
The number ties the supplier’s confirmation, receiving record and invoice to the same authorised purchase. Use a consistent sequence and keep a copy of each issued order. A unique reference makes short deliveries, price differences and duplicate invoices easier to identify.
Does a purchase order replace the receiving record?
No. The order records what you requested; the receipt records what arrived, and the invoice records what the supplier charged. Compare all three before payment. Record partial deliveries and quantity differences separately so the remaining order quantity remains visible.
Do I need to be registered for GST to issue an invoice?
No. Any business can issue an invoice, but only a GST-registered business can issue a tax invoice and charge GST. If you are not registered, the document is an "Invoice", it shows no GST, and it should state that no GST has been charged. Registration is compulsory at $75,000 turnover.
Is a tax invoice required for every sale?
A tax invoice must be provided within 28 days when a customer asks for one and the sale is more than $82.50 including GST. Below that, a receipt or a simpler document is enough for the buyer to claim the credit. Most businesses issue tax invoices for every sale regardless, which the generator supports.
moving from Xero or AccountRight to an ERP
If quotes, orders, invoices and stock are four separate steps in your business, an ERP makes them one. Talk to us about what that looks like for your volume.
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