Hotel Purchase Order Generator

Why a hotel should use purchase orders

Hotels buy something almost every day — food and beverage, linen, cleaning chemicals, guest amenities, spares and electricals. Buying on a phone call works until a supplier bills the wrong rate, sends the wrong quantity or a delivery goes missing. A purchase order (PO) puts the deal in writing before goods are sent: what you are buying, how many, at what price, with what GST, and by when. This free purchase order generator creates a clean PO with item-wise GST, totals and the amount in words.

What a purchase order includes

• Hotel (buyer) name, address and GSTIN.
• Supplier name, address and GSTIN.
• A unique PO number and the PO date.
• Item description, quantity, unit and rate, with GST % for each item.
• Freight or other charges, CGST and SGST (or IGST for an out-of-state supplier), the total and amount in words.
• Delivery date, delivery address, payment and quality terms, and signatures.

How the totals are calculated

When the supplier is in the same state, the GST is split equally into CGST and SGST. When the supplier is in another state, IGST is charged. GST rates depend on the item and its HSN code, so check each rate with your supplier — the rates shown in the sample are only examples.

A simple purchase control process

1. The department raises a requisition; the purchase manager gets two or three quotes for large orders.
2. The GM or owner approves the PO before it is sent.
3. At receiving, the store checks the goods against the PO for quantity, quality and rate.
4. Accounts pays only when the PO, the delivery challan and the supplier invoice match.

For food purchases, track the result with the food cost calculator; for toiletries, set order quantities with par levels; and keep yearly spending in line with the hotel budget calculator.

Frequently asked questions