Free Purchase Order Template for Printing Companies
Printing companies consume large quantities of paper, ink, and finishing materials. Purchase orders help you maintain consistent stock levels, negotiate volume pricing, and ensure the right substrate is delivered for each job.
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What should a printing company put on a purchase order?
A printing company raises a purchase order to its suppliers to authorise paper, inks, and substrates before delivery. List each item with the spec, the quantity, and the agreed price, plus the delivery date. The PO gives the supplier an approved order to fulfil, and the invoice that follows references its number.
Typical line items
- Paper and board by weight and size
- Inks and toners (by set)
- Substrates and laminate film
- Finishing consumables
- Press or machinery parts
- Quantity per line
- Agreed price per unit or pallet
- Requested delivery date
How the work is charged
Print supplies are priced per ream, per pallet, or per roll at agreed rates, with machinery as a one-off cost. The purchase order records the figures so deliveries can be checked against approved prices.
Payment terms and deposits
Supplier 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. Some printed products and materials carry distinct rates in places, so confirm what applies to the order.
Frequently asked questions
How should a printing company manage ink and toner POs?
Set reorder triggers for key consumables and raise a PO automatically when stock drops below a minimum level. Bulk ordering against a standing PO agreement often delivers the best pricing.
What should a printing company PO include for paper stock?
Include paper brand, weight (gsm), finish (coated, uncoated, silk, gloss), size, quantity (reams or sheets), and any grain direction requirements for bookbinding applications.
How do printing companies handle damaged paper stock on delivery?
Inspect deliveries on arrival. Note any damage to the pallet or individual reams on the delivery note before signing. Quote the PO number when making a claim with the 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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