Free Wholesale Goods Purchase Order Template & Generator
Wholesale suppliers sell by the case, so a shelf need for 165 candles becomes 14 cases of 12 and 168 units on the dock. A purchase order that just says "165 candles" leaves the supplier's order desk to decide whether that means 165 eaches, 14 cases, or 13 cases and a short-ship, and stating the case pack next to the case count removes that guess before the pick sheet prints.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Wholesale product cases | 24 | $138.00 | $3,312.00 |
| Display packs | 6 | $82.00 | $492.00 |
| Freight allowance | 1 | $245.00 | $245.00 |
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Use-case checklist
What to include in a wholesale goods purchase order
Wholesale suppliers pick, price, and invoice by the case, and many order desks round a partial case up automatically rather than calling to ask: a 165-unit request entered against a 12-pack SKU comes back as 14 cases, or 168 units, often with no note on the confirmation. The larger exposure is price rather than quantity, because case pricing on the candle line only holds at 12 or more cases, so a line trimmed at the last minute can clear the minimum and still revert to list without anyone flagging it. Writing the case pack, the case count, and the quoted case price on the same line is what makes the supplier's order confirmation checkable line by line before the pallet is built.
- buyer, supplier, PO, and quote references
- SKU, description, case pack, quantity, and unit cost
- discount, tax basis, freight, and order total
- ship-to, requested date, and delivery instructions
- substitution, backorder, approval, and invoice requirements
Example starting lines
| Description | Qty | Rate |
|---|---|---|
| Wholesale product cases | 24 | $138 |
| Display packs | 6 | $82 |
| Freight allowance | 1 | $245 |
Complete it cleanly
Work from the supplier's current line sheet, not last season's, and copy each SKU exactly as printed, including the size or color suffix. Convert each unit need into whole cases and round up, then put both numbers on the line ("14 cases, 12/case, 168 units") so the warehouse pick sheet and your receiving count reconcile against the same figure. Set the quoted case price beside the line-sheet list price so receiving can see when one moved. Then add the handling rules this order actually needs: 28 cases arrives palletized rather than as loose parcels, so name a dock that can take a pallet jack and give its receiving hours, state whether the supplier may split a case to fill a short line, and give the ship-not-before date separately from the arrival window so an early pallet is a deviation and not a judgment call.
Worked example
Rounding a 165-candle need into 14 cases
Harborlight Mercantile, a two-store gift shop, is buying a spring reset from Northvale Supply Co. and needs roughly 165 pillar candles, 55 mugs, and 90 gift boxes. Northvale ships case-only, so every line is rounded up to whole cases before the PO is issued.
- SKU NV-4410-NAT, beeswax pillar, 12 units/case, 6-case minimum: 14 cases (168 units) at $114.00/case, list $132.00, tier price holds at 12+ cases
- $1,596.00
- SKU NV-2207-STN, stoneware mug, 6 units/case, 4-case minimum: 10 cases (60 units) at $42.00/case
- $420.00
- SKU NV-8815-KFT, kraft gift box, 25 units/case, 2-case minimum: 4 cases (100 units) at $21.00/case
- $84.00
- Ship window written on the PO face: not before March 2, arrive March 9-13
- Cancel unshipped lines after March 6
- Goods subtotal, 28 cases / 328 units
- $2,100.00
- LTL freight, prepaid and added (Northvale waives freight at $2,500 in goods; closing the $400.00 gap takes four more candle cases at $456.00, so Harborlight pays the freight instead)
- $218.40
- Sales tax, treated as exempt pending a valid resale certificate
- $0.00
- PO total authorized, no overage shipped without a revised PO
- $2,318.40
This PO records what Harborlight authorized and what Northvale quoted; it is not proof Northvale accepted the order, and the confirmation is the only place the case counts, substituted SKUs, and entered prices actually show up. The $0.00 line is a treatment rather than a settled fact, since a resale exemption generally depends on a valid certificate on file in the ship-to state, so have your accountant confirm it before you rely on it.
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
My supplier sells by the case but my inventory system counts units. Which number goes in the quantity field?
Put the supplier's selling unit in the quantity field, which for a case-pack supplier like Northvale is the case: 14, not 168. Carry the unit math in the description ("14 cases, 12/case, 168 units") so the pick sheet and your receiving count reconcile against the same line instead of arguing about which number was ordered. If the PO number flows into your inventory system, map the case-to-unit conversion once per SKU, because a supplier that quietly moves NV-4410-NAT from a 12-pack to a 6-pack will otherwise halve your on-hand figure with nothing on the PO looking different.
What happens if I trim the candle line below 14 cases?
Two separate thresholds sit on that line and they break at different points. Cut to 11 cases and you still clear the 6-case minimum but lose the 12+ tier, so the price reverts to $132.00 list: 11 cases at list is $1,452.00, while 12 cases at $114.00 is $1,368.00, so buying one more case costs $84.00 less and puts 12 more candles on the shelf. Cut to 5 and you break the minimum too, and suppliers handle that three ways: bump the line up to 6 cases and invoice the extra case, cancel the line without calling, or ship 5 and re-rate them at list. Northvale's order confirmation is where you find out which one happened, so put a line like "no quantity increases or substitutions without written approval" on the PO and compare the confirmation against it before the pallet is built.
Should the purchase order show the negotiated case price or Northvale's list price?
Show both, with the condition that earned the discount attached: "$114.00/case at 12+ cases, list $132.00." The PO does not fix the price by itself, since acceptance is what does that, but it records what was quoted and on what terms, and that record is exactly what you hold the order confirmation and the invoice against. It also tells whoever approves the invoice whether a $132.00 case price is a legitimate consequence of a trimmed line or a change nobody agreed to.
I reissue this PO to Northvale most months when case counts change. Does every version cost a download?
Building and previewing the PO is free, so you can round each line up to whole cases, check it against its minimum, and see the freight threshold math before paying anything. Each PDF download is $2.29 per document, and a revised PO after a case count or ship window changes is a separate download, which adds up for a buyer reissuing to three or four wholesalers a month. Unlimited at $9/month or $69/year covers the downloads if revised POs are your normal pattern rather than the exception.
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