Free Purchase Order Template for Pharmacies
Pharmacies order from licensed wholesalers and must maintain traceability for every batch. Purchase orders support controlled drug ordering, serial number tracking, and the audit records required by pharmacy regulators.
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What goes on a pharmacy's purchase order?
A pharmacy raises a purchase order to wholesale distributors to authorise medicines, over-the-counter products, and supplies before delivery. List each item with the pack size, the quantity, and the agreed price, plus the delivery date. The PO gives the distributor an approved order, and the invoice that follows references its number.
Typical line items
- OTC products by line and pack
- Dispensary and pharmacy stock
- Pharmacy bags and dispensing supplies
- Equipment and consumables
- Quantity per line
- Agreed price per unit or pack
- Requested delivery date
- Delivery address for the pharmacy
How the work is charged
Pharmacy stock is priced per pack or per unit at agreed distributor rates, often against a standing supply account. The purchase order records the figures so each delivery can be checked against approved prices.
Payment terms and deposits
Distributor accounts commonly run net 30. The order authorises spend up to its total, and the supplier should quote the PO number on the invoice.
Tax and compliance
Where sales tax or VAT applies, show it separately with the registration number. Many medicines are zero-rated or exempt in places while other goods are standard-rated, so confirm what applies to each line.
Frequently asked questions
What regulations apply to pharmacy purchase orders?
Pharmacies must only order from licensed pharmaceutical wholesalers. POs for controlled drugs require additional authorisation and must be retained as part of your controlled drug register.
How should a pharmacy track batch numbers in a PO?
Request batch numbers on the supplier's delivery note and link them to the original PO. This is essential for managing product recalls efficiently.
Can I use a PO to negotiate volume discounts from pharmaceutical distributors?
Many distributors offer promotional pricing or rebates for committed volumes. Discuss your purchase volumes with your account manager and reflect agreed prices in your standing POs.
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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