Free Purchase Order Template for Schools
Schools procure hundreds of items each term and must follow governance procedures for spending public or charitable funds. A formal purchase order ensures every purchase is authorised, traceable, and aligned with the school's budget.
Currency
Live Preview
What goes on a school's purchase order?
A school raises a purchase order to suppliers to authorise classroom supplies, technology, and resources before delivery. List each item with the spec, the quantity, and the agreed price, plus the budget code and delivery date. The PO gives the supplier an approved order, and the invoice that follows references its number for sign-off.
Typical line items
- Classroom and stationery supplies
- Technology and AV equipment
- Furniture and fittings
- Books and learning resources
- Budget or cost centre code
- Quantity per line
- Agreed price per unit
- Requested delivery date
How the work is charged
School supplies are priced per unit, per case, or per pupil at agreed rates, with equipment as a one-off cost. The purchase order records the figures so the supplier's invoice can be matched against approved costs and budget.
Payment terms and deposits
Supplier accounts commonly run net 30 against an approved budget. The order authorises spend up to its total, and the supplier should quote the PO number so the invoice reconciles to the right code.
Tax and compliance
Where sales tax or VAT applies, show it separately with the registration number. Educational goods and some bodies carry distinct rates or reliefs in places, so confirm what applies to the order.
Frequently asked questions
Why do schools need formal purchase orders?
Schools handling public or charitable funds are typically required to use formal procurement processes above a certain spend threshold. POs provide the audit trail required by governors, local authorities, or funding bodies.
Who is authorised to raise a purchase order at a school?
Typically, the budget holder (e.g. Head of Department) raises the PO with approval from the Business Manager or Head Teacher depending on the value of the purchase.
What should a school PO include?
Include the school name and address, budget code or cost centre, a list of items with quantities and agreed prices, the name of the approving authority, and the required delivery date.
Related purchase order templates
Read the complete purchase order guide to see what a purchase order needs and how it leads to an invoice.
Back to Purchase Order Generator →