Free Purchase Order Template for Car Dealerships
Car dealerships manage parts, accessories, and consumable stock across sales, service, and bodyshop operations. Purchase orders keep procurement organised, support inventory management, and ensure warranty-compliant genuine parts are sourced correctly.
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What goes on a car dealership's purchase order?
A car dealership raises a purchase order to authorise vehicles, parts, and supplies from its wholesale suppliers before delivery. List each item with its reference, the quantity, and the agreed price, plus the department it is for. The PO gives the supplier an approved order to fulfil, and the invoice that follows quotes its number.
Typical line items
- Genuine parts by reference number
- Tyre stock by size and quantity
- Detailing and valeting supplies
- Accessories and fitment items
- Department or stock code
- Quantity per line
- Agreed wholesale price per item
- Requested delivery date
How the work is charged
Parts and accessories are priced per item at agreed wholesale rates, tyres per unit by size, and supplies per case. The purchase order records the figures so the supplier's invoice can be checked against approved costs.
Payment terms and deposits
Wholesale accounts commonly run net 30. The order authorises spend up to its total, and the supplier should quote the PO number so deliveries reconcile against the right department.
Tax and compliance
If sales tax or VAT applies, show it separately with the registration number. Vehicles and parts can carry distinct rules in some places, so confirm what applies before approving the order.
Frequently asked questions
How do car dealerships order genuine parts?
Most franchise dealerships order through the manufacturer's dealer portal, which generates a PO automatically. Independent dealers issue their own POs to approved parts distributors.
What should a dealership PO include for parts?
Include the manufacturer part number, description, quantity, agreed trade price, vehicle or job card number if the parts are for a specific repair, and required delivery date.
Can a dealership use a PO for vehicle stock orders?
Vehicle stock orders are typically governed by franchise agreements and factory order systems rather than a simple PO. However, standalone pre-owned vehicle purchases from trade sources may use a standard PO format.
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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