Why customise a Purchase Order print template?
A Purchase Order (PO) confirms what your business intends to buy, from whom, and on what agreed terms. A well-organised print format helps your purchasing team communicate the order clearly to suppliers, reduces clarification calls and gives both sides a useful document for checking delivery and billing.
TallyPrime lets you print purchase documents from your accounting workflow. By choosing suitable print settings and a layout that fits your business, you can present the relevant company, supplier, item and delivery information without making the document unnecessarily crowded.
What should a useful PO include?
- Business identity: Company name, address and relevant contact or registration details.
- Order references: Purchase Order number and date, plus any internal reference needed for follow-up.
- Supplier details: Supplier name, address and GST details where applicable.
- Item information: Clear product or service descriptions, quantities, units, rates and applicable taxes.
- Delivery instructions: Delivery location, expected date and any handling notes relevant to the order.
- Commercial terms: Payment terms, freight or other agreed charges, and any applicable remarks.
- Review and approval: Space for authorised sign-off, if your procurement process requires it.
Plan the layout for the way your team works
Keep the most important details easy to find
Place the PO number, date and supplier information prominently. Use clear column headings and a readable font. If your team often checks delivery status against the order, make quantity and item descriptions easy to scan.
Choose only the columns you need
Different businesses need different details. A manufacturer may need item specifications, units and delivery instructions, while an office purchaser may prefer a compact list with quantity, rate and total. Include the fields that help the supplier fulfil the order and your team verify it.
Make totals and terms unambiguous
Show subtotals, taxes, additional charges and the final amount in a way that is easy to understand. Include payment and delivery terms that have actually been agreed. Confirm that any tax labels and amounts match your transaction and business requirements.
Match paper size and printer
Set up the print layout for the paper size and printer your team uses. Check margins, page breaks and long descriptions. For multi-page orders, ensure the document remains readable and that relevant headings or references are not separated from the details they describe.
Practical steps to configure and check a template
- Open a sample Purchase Order and use its print or preview option in TallyPrime.
- Review the available print configuration for the voucher and select the details your business needs.
- Adjust the layout and printer or paper settings using the options available in your installed release.
- Preview a short order and a longer order with realistic item descriptions and quantities.
- Check supplier details, totals, taxes, terms, page breaks and legibility before sharing the PO.
- Keep a copy of the approved layout or record your settings so the team can use a consistent format.
Available configuration options can vary by TallyPrime release, printer and any customisation installed. Follow the prompts in your software and test the output before using it for live orders.
Common print-template mistakes to avoid
- Printing without checking a preview or confirming the selected printer.
- Using small text or too many columns, making the PO difficult for a supplier to read.
- Leaving outdated supplier, company or payment information in the layout.
- Failing to test long descriptions and multi-page orders.
- Including terms or tax details that have not been verified for the transaction.
Conclusion
A good Purchase Order print template makes purchasing communication clearer and helps your team work consistently. Start with the information your supplier needs, keep the layout readable, and verify a preview before printing or sharing. With the right settings in TallyPrime, your PO can be both professional and practical.
Need help configuring Purchase Order printing in TallyPrime? Contact Sanyam Consultants for guidance tailored to your workflow.