Free Electrical Supplies Purchase Order Template & Generator
Wire, troffers, and a panelboard can all read as approved on the takeoff and still land wrong, because a #12 THHN coil, a 4000K 0-10V fixture, and a 208Y/120 V panelboard are defined by a catalog number and a rating, not by a category name. This purchase order is built around manufacturer part numbers, AWG and voltage ratings, coil counts and unit of measure, or-equal authority set line by line, and the jobsite trailer the material actually ships to.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| CL-THHN12-BK500 — 12 AWG stranded THHN, 600 V, black, 500 ft coil | 4 | $126.00 | $504.00 |
| CL-THHN12-WH500 — 12 AWG stranded THHN, 600 V, white, 500 ft coil | 2 | $126.00 | $252.00 |
| NX-TR24-40K-D10 — 2x4 LED troffer, 4000K, 0-10V dimming | 24 | $118.00 | $2,832.00 |
| VP-225-42-208Y — 225 A panelboard, 42 circuit, 208Y/120 V, MLO | 1 | $2,850.00 | $2,850.00 |
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Use-case checklist
What to include in a electrical supplies purchase order
An unspecified line is where money leaks on an electrical job. Order "#12 wire" without stranding, insulation type, and color and you can end up with solid conductor in white when the crew is pulling stranded black for circuit conductors; order "LED troffer" without color temperature and driver type and half a floor lands at 5000K non-dim after the mock-up was approved at 4000K 0-10V. Special-order returns often carry a restocking fee plus a second freight charge back to the site, depending on the supplier's return policy, and a panelboard that shows up with the wrong main type, AIC rating, or voltage system costs you the energization date, not just the part.
- project and PO number
- manufacturer, model, rating, and description
- quantity, unit price, and tax
- ship-to location and required date
- substitution and partial-shipment rules
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| CL-THHN12-BK500 — 12 AWG stranded THHN, 600 V, black, 500 ft coil | 4 | $126 |
| CL-THHN12-WH500 — 12 AWG stranded THHN, 600 V, white, 500 ft coil | 2 | $126 |
| NX-TR24-40K-D10 — 2x4 LED troffer, 4000K, 0-10V dimming | 24 | $118 |
| VP-225-42-208Y — 225 A panelboard, 42 circuit, 208Y/120 V, MLO | 1 | $2,850 |
Complete it cleanly
Write each line as manufacturer plus catalog number plus description plus rating, then state the unit of measure outright: coil, reel, foot, box of 100, or each. Wire quoted per 1,000 ft but stocked in 500 ft coils is the classic quantity error, so put the pack size and the coil count on the line. Tie required-by dates to the rough-in sequence instead of one blanket date: circuit conductors ahead of the floor they are pulled on, troffers only after the ceiling grid is up and the space is dry, because fixtures stored in drywall dust get argued over at punch. Carry the listing detail onto the line as well, UL listing for the approved catalog number, conductor temperature rating, and the AIC rating on gear, so receiving can check the carton label against the order instead of the packing slip alone. Then have the receiving foreman log remaining footage on partial coils, since "wire delivered" and "wire still on the reel" stop matching after the first week of pulling.
Worked example
PO 2026-118: rough-in conductors, troffers, one long-lead panelboard
Rowan Ridge Electric is releasing rough-in and fixture material for Building C at Maple Court Apartments from Keystone Wire & Device Supply, priced off quote QT-4471; greens and the #10 home-run wire ride on the next release, PO 2026-119. Wire and troffers come off the supply house counter truck, while the 225 A panelboard is the long-lead line and ships factory-direct with freight prepaid to the jobsite trailer.
- Copperline CL-THHN12-BK500 — 12 AWG stranded THHN/THWN-2, 600 V, black circuit conductors — 4 coils @ 500 ft, $126.00 per coil
- $504.00
- Copperline CL-THHN12-WH500 — same wire, white, for neutrals — 2 coils @ 500 ft, $126.00 per coil; or-equal on both wire lines needs written PM approval
- $252.00
- Northlux NX-TR24-40K-D10 — 2x4 recessed LED troffer, 4000K, 0-10V dimming — 24 ea @ $118.00; no substitution, matches the approved mock-up
- $2,832.00
- Vantage VP-225-42-208Y — 225 A MLO panelboard, 42 circuit, 208Y/120 V, 22 kAIC — 1 ea, no substitution, factory-direct freight prepaid
- $2,850.00
- Material subtotal (four lines above)
- $6,438.00
- Sales tax at 7.5% on material, per quote QT-4471
- $482.85
- Freight — counter truck delivery of wire and troffers, Maple Court Bldg C trailer
- $145.00
- PO 2026-118 total authorized
- $7,065.85
A PO authorizes the purchase; it does not prove delivery — only a signed packing slip counted against these line numbers shows what reached the trailer, and if quote QT-4471 carries an expiration date, referencing it here does not extend that date on copper. Sales-tax treatment of contractor material purchases varies by state and by project type, so confirm the rate or an exemption certificate with your accountant before either goes on the order.
When this document is the right choice
Use this purchase order to authorize a purchase before a supplier fulfills it. A purchase order comes from the buyer and authorizes an order. The supplier later sends an invoice that references the PO number for matching and payment.
Frequently asked questions
How do I write a wire line so the supply house can't send the wrong thing?
Name the manufacturer and catalog number first, then repeat the spec in words: gauge, stranded or solid, insulation type, voltage rating, and jacket color. Finish with the unit of measure and the count, because "4 coils @ 500 ft, black" is unambiguous and "6 wire" is not. Split the colors onto their own lines instead of hiding blacks and whites in one quantity, since the counter picks by line. If the counter person has to interpret anything on the line, that interpretation becomes your restock fee.
Should I allow "or equal" substitutions on an electrical PO?
Decide it line by line rather than for the whole order. On gear and fixtures that went through submittal, write "no substitution": breakers are only interchangeable within the series listing of the panelboard they land in, an equal at a lower AIC rating can break the fault-current study, and a troffer with a different driver or color temperature will not match the mock-up that was approved. On commodity wire, straps, and boxes, an equal with written approval from a named PM keeps the job moving as long as the substitute carries the same UL listing and rating. Who eats a counter substitution that gets rejected at submittal review generally falls to the buyer under common subcontract and supplier terms, but that is contract-specific, so read yours instead of assuming.
The panelboard has a long lead time. Do I need a separate purchase order for it?
Usually not — keep one PO, give the panelboard line its own required-by date, and state that partial shipments are accepted when the packing slip references the PO and line numbers. What matters more than a second document is the release trigger: gear typically does not enter fabrication until the submittal is approved, and changing the main amperage, the AIC rating, or the circuit count after approval restarts that clock. Put the storage condition on the line too — indoor, dry, off the deck — because a panelboard that sits in the weather becomes an argument at energization. Then release payment only against lines actually received, so the panelboard does not hold up invoicing on the wire and troffers.
What does it cost to send this PO to my supplier?
Building and previewing the order is free — catalog numbers, AWG and voltage ratings, coil counts, the per-line substitution rule, and the trailer ship-to, with the running material total included. A PDF you can email to the counter and drop in the job folder is $2.29 for that document. If you release material for several jobs a week, Unlimited covers every PO at $9/month or $69/year.
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