Your Company Name
Ship To / Deliver To
Community Hope Foundation
Attn: Operations Manager
300 Mission Street
City, State 00000
operations@communityhope.org
+1 (555) 300-0003
EIN: 12-3456789
300 Mission Street
City, State 00000
operations@communityhope.org
+1 (555) 300-0003
EIN: 12-3456789
Vendor / Supplier
Event Supply Co.
Account #: EVT-00321
800 Supplier Blvd
City, State 00000
sales@eventsupplyco.com
+1 (555) 800-0004
800 Supplier Blvd
City, State 00000
sales@eventsupplyco.com
+1 (555) 800-0004
| Item / Description | Qty | Unit Price | Total |
|---|---|---|---|
|
Event Chairs — Folding Padded Black fabric, steel frame, stackable — qty for 150 guests |
150 | $12.00 | $1,800.00 |
|
Folding Tables — 6ft Banquet White plastic top, steel legs, 4 per pack |
20 | $55.00 | $1,100.00 |
|
Tablecloths — 90×132" Rectangle Polyester, white, washable — per piece |
20 | $18.00 | $360.00 |
|
Audio System — PA Speaker Set Powered 12" speaker pair with stands and cables |
1 | $495.00 | $495.00 |
|
Printed Banners — 4×6 ft Vinyl Full-color, grommeted, includes artwork setup |
4 | $85.00 | $340.00 |
Subtotal
$4,095.00
Tax (0%)
$0.00
PO Total
$4,095.00
Shipping & Terms
Deliver to venue or main office as directed.
Contact operations manager 48 hours before delivery.
All deliveries must include itemized packing slip.
This purchase is grant-funded — include PO # on all documents.
Contact operations manager 48 hours before delivery.
All deliveries must include itemized packing slip.
This purchase is grant-funded — include PO # on all documents.
Payment & Conditions
Payment terms: Net 30 from invoice date.
Payment subject to board/grant officer approval.
All invoices must reference PO number and grant code.
Retain all receipts for audit documentation.
Payment subject to board/grant officer approval.
All invoices must reference PO number and grant code.
Retain all receipts for audit documentation.
This purchase is supported by [Grant Name / Fund]. Please ensure PO number appears on all invoices and packing slips for grant audit compliance. Thank you.
Nonprofit PO FAQ
Why do nonprofits need purchase orders?
Nonprofits use POs to maintain financial controls, document grant-funded purchases, and satisfy audit requirements. A PO creates a paper trail showing what was ordered, who approved it, and how it aligns with the budget or grant award.
Do I need board approval for every PO?
Most nonprofits have a spending policy that defines approval thresholds — e.g., purchases under $500 need department head approval, over $500 need executive director approval, over $5,000 need board approval. Follow your organization's policy and document it on the PO.
How do I track grant-funded purchases?
Include the grant name or fund code on every PO and keep copies organized by grant. When the grant audit comes, you'll be able to quickly pull all documentation. Most accounting software lets you tag transactions to grant funds.
Can a nonprofit get sales tax exemption on POs?
Yes — most states grant sales tax exemption to qualifying 501(c)(3) organizations. Include your exemption certificate number on the PO or provide it to the vendor. Keep documentation of your exemption status current.
Is this nonprofit PO template free?
Yes, completely free. No account, no watermark. Edit all fields and click Download PDF.