Purchase Order Template for Mail Merge
A professional purchase order template designed for bulk generation with Mergram. Upload your PO PDF, connect your procurement spreadsheet, and generate hundreds of purchase orders in a single batch. Whether you issue POs daily, weekly, or for large project bids, this template eliminates the repetitive work of creating individual purchase orders by hand.
When to Use This Template
This purchase order template is ideal whenever you need to produce a high volume of POs that share the same layout but contain different vendor and order data. Common scenarios include:
- Procurement departments — Generate batch POs for weekly or monthly supplier orders
- Construction project bids — Create POs for multiple subcontractors with individual scopes of work
- Manufacturing supply orders — Issue POs for raw materials from multiple vendors simultaneously
- Office supply management — Batch-generate POs for stationery, equipment, and services
- Event planning — Create POs for caterers, venues, decorators, and equipment rentals at once
If your procurement team currently copies vendor details into the same PO layout for every order, this template will save hours of manual work.
Template Fields
| Field | Description | Example | Spreadsheet Column |
|---|---|---|---|
| PO Number | Unique purchase order ID | PO-2025-0347 | po_number |
| PO Date | Issue date | March 10, 2025 | po_date |
| Vendor Name | Supplier or vendor company | Apex Materials Inc. | vendor_name |
| Vendor Address | Vendor mailing address | 789 Industrial Blvd, Dallas, TX | vendor_address |
| Buyer Name | Your company name | Mergram Corp | buyer_name |
| Buyer Address | Your billing/shipping address | 100 Main St, San Francisco, CA | buyer_address |
| Item description | One line per row, laid out by a repeat block | Steel Rods, 12 mm, galvanized | item_description |
| Quantity | Units ordered on that line | 200 | quantity |
| Unit price | Price per unit | $20.00 | unit_price |
| Line total | Quantity × unit price, from a spreadsheet formula | $4,000.00 | line_total |
| Subtotal | Sum of line totals — a Sum field, or a column | $4,000.00 | subtotal |
| Tax | Tax amount | $400.00 | tax |
| Shipping | Shipping or freight cost | $150.00 | shipping |
| Total | Grand total | $4,550.00 | total |
| Payment Terms | Payment conditions | Net 30 | payment_terms |
| Notes | Special instructions | Deliver to Dock B before noon | notes |
Field Mapping Guide
Field mapping connects each spreadsheet column to a specific position on the PO PDF. Here is how to set it up:
- Prepare your spreadsheet — Each row is one line item, and every line of the same order repeats its
po_number, vendor, and buyer columns. Column headers should match the field names above (e.g.,po_number,vendor_name). Mergram’s fuzzy matching will suggest the closest field if your headers differ. - Place fields on the canvas — Drag each field from the sidebar onto the PDF at the exact position where the data should appear. Resize fields to control text wrapping and alignment.
- Add a repeat block for the line items — In the Repeat Block tab, click Add repeat block, cover the item table with it, and drag
item_description,quantity,unit_price, andline_totalinto the first slot. Under One PDF per, choosepo_number. - Add totals — Under Totals, pick
line_totaland drag a Sum field next to the Subtotal label. It prints once, on the PO’s last page. - Choose render types — Most fields use plain text. Use the barcode type for PO numbers if you scan orders in your warehouse. Use the QR code type for linking to internal approval portals.
- Preview before merging — Click Preview to render the first PO with all its lines. Verify that the item table, totals, and page breaks look right.
Tip
Keep vendor information in a separate reference sheet and use spreadsheet lookup formulas (VLOOKUP, INDEX/MATCH) to populate vendor fields automatically. This ensures consistent vendor data across all POs.
Customization Tips
The visual appearance of your purchase orders is entirely controlled by your PDF template. Mergram overlays dynamic data onto the PDF without altering the underlying design:
- Company branding — Include your company logo, letterhead, and colors in the PDF template before uploading
- Custom fonts — Upload
.ttf,.otf, or.woff2fonts to match your corporate identity. Apply them to any text field on the canvas - Barcode PO numbers — Add a barcode field mapped to
po_numberfor easy scanning in receiving docks and warehouse systems - Custom filename templates — Auto-name output files using patterns like
PO-[[po_number]]-[[vendor_name]].pdffor organized filing - Long POs — When an order has more lines than fit on the page, the page repeats and the lines continue. Use Grow to fit text for long descriptions, Continue on to move overflow lines to a plain table page, and Page number / Page count fields for “Page 2 of 3”
Info
If you issue POs with different payment terms per vendor (Net 15, Net 30, Net 60), include a payment_terms column in your spreadsheet. Place the field prominently on the template so vendors see terms at a glance.
Best Practices
- Pre-calculate per line, total per PO — Keep
line_total, tax, and shipping as spreadsheet formulas, and let a Sum field add up the lines of each PO. Your spreadsheet stays the single source of truth - Use sequential PO numbering — Maintain a master PO number sequence in your spreadsheet to prevent duplicates and maintain audit trails
- Test with a small batch first — Generate 3–5 POs and review them before running a full batch of dozens or hundreds
- Archive your data — Keep a copy of the spreadsheet used for each procurement cycle for compliance and record-keeping
- Email delivery — Configure SMTP settings to send POs directly as PDF attachments to vendor email addresses. Use merge tags in subject lines like
Purchase Order [[po_number]]for clarity
Get Started
For every repeat block setting, see repeat blocks and grouped merge. The bulk invoices guide uses the same line-item setup.
Upload any purchase order PDF and start merging at Mergram. Connect your procurement spreadsheet, place your fields, and generate your first batch of POs in minutes.