Generating a purchase order is straightforward and the quality of the output determines how much work it causes later. Suppliers act on what they can read and quote back what they can find, so a consistently formatted order with an obvious reference produces invoices that match, and an improvised one produces invoices that do not.
The reference, where they will find it
A unique number, issued automatically, printed prominently rather than buried in a footer. Suppliers quote what they can see, and an order number in small print at the bottom of page two is an order number that will be missing from the invoice. This is a layout decision with a direct effect on your exception rate.
Lines a supplier will recognise
Descriptions in their vocabulary rather than your internal codes, with quantities, units of measure and unit prices. Where your item names differ from theirs, include both. Mismatched units are the most common avoidable exception in payables, and the order is where that mismatch is either created or prevented.
Terms, and the record of sending
Your payment and delivery terms on the document, which is what you rely on if their invoice states different ones. Then record that the order was sent and when. That answers whether the supplier ever received it, which is the first question in a good share of delivery disputes and otherwise means searching somebody's sent items.
Questions people ask about how to generate purchase order
Should we use a standard template?
Yes. Consistency helps suppliers find the reference and helps your own team spot anything missing.
Does the format matter?
Only that the supplier can process it reliably. A PDF suits most; some larger suppliers prefer structured formats.
What if the supplier ignores the reference?
Ask once, then decide a policy for invoices that arrive without it, and apply it consistently.