Free Purchase Order Template for Cafes
Cafes run on consistent quality from trusted suppliers. A purchase order keeps every coffee, dairy, and packaging order documented, preventing shortfalls during the morning rush and making it easy to switch suppliers if quality drops.
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What should a cafe put on a purchase order?
A cafe sends a purchase order to its suppliers to authorise coffee, milk, and consumables before delivery. List each item with the pack size, the quantity, and the agreed price, plus the delivery day. The PO gives the supplier an approved standing or one-off order, and the invoice that follows references its number.
Typical line items
- Coffee beans by blend and bag size
- Milk and alternatives (by case)
- Pastries and baked goods
- Takeaway cups, lids, and napkins
- Syrups, sugar, and condiments
- Quantity per line
- Agreed price per unit or case
- Requested delivery day
How the work is charged
Cafe supplies are priced per bag, per case, or per sleeve at agreed wholesale rates. The purchase order records each figure so a regular delivery can be billed against approved prices.
Payment terms and deposits
Supplier accounts often run net 7 to net 30 for fresh and dry goods. 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 on a separate line with the registration number. Hot drinks, food, and disposables can be taxed differently in some places, so confirm what applies to the order.
Frequently asked questions
How often should a cafe issue purchase orders?
Coffee beans and perishables are typically ordered weekly or fortnightly. Non-perishables like packaging can be ordered monthly. Adjust based on your storage capacity.
What information should a cafe PO include?
Specify product names, roast or blend names where relevant, package sizes, quantities, agreed prices, and delivery date. For specialty coffee, note origin or lot numbers if you have specific requirements.
Can a cafe negotiate prices using purchase orders?
Absolutely. A standing PO with committed volumes can be used to negotiate a volume discount with your coffee roaster or dairy supplier.
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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