Free Purchase Order Template for Bookstores
Bookstores manage stock from dozens of publishers and distributors. Purchase orders keep every title order documented, support return management for unsold stock, and give your accounts a clear record of what was ordered and at what discount.
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What should a bookstore put on a purchase order to publishers?
A bookstore issues a purchase order to publishers and distributors to authorise stock before it ships. List each title or product, the ISBN or code, the quantity, and the agreed trade price or discount. The PO gives the distributor an approved order, and the invoice that follows quotes its number so the delivery reconciles.
Typical line items
- Title and ISBN or product code
- Quantity per title
- Stationery and gift lines
- Display stands and fixtures
- Agreed trade discount or net price
- Sale-or-return terms where they apply
- Requested delivery date
- Store delivery address
How the work is charged
Books are priced at the cover price less an agreed trade discount, with gift and stationery lines priced per unit. The purchase order captures the net cost so the distributor's invoice can be matched to approved figures.
Payment terms and deposits
Distributor accounts commonly run net 30, sometimes with sale-or-return arrangements. The order authorises spend up to its total, and the supplier should reference the PO number on the invoice.
Tax and compliance
Where sales tax or VAT applies, show it separately with the registration number. Books are zero-rated or reduced in some places while stationery is standard-rated, so confirm what applies to each line.
Frequently asked questions
How do bookstores manage sale-or-return stock with purchase orders?
Issue a PO for the delivery, noting the sale-or-return terms. When unsold stock is returned, reference the original PO on your returns documentation to match against the supplier's credit note.
What should a bookstore PO include for book orders?
Include title, author, ISBN, publisher, format (hardback, paperback, large print), quantity, agreed retail price, and your trade discount percentage.
How do bookstores negotiate terms with publishers?
Committed volume through regular POs helps you negotiate better discount rates and promotional support. Attend trade events and meet distributor reps to build these relationships.
Related purchase order templates
Read the complete purchase order guide to see what a purchase order needs and how it leads to an invoice.
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