Purchase order to my supplier

Kishangarh. Marble town. My shop is not marble. Mobiles. Covers. Chargers.

I used to order stock on WhatsApp. Voice note. Bhai 20 cover Redmi, 10 glass, 5 boat copy earphone. Fast. Also stupid.

One Tuesday the parcel came. 20 covers. All for a model I hardly sell. I had said the other Redmi. Voice note ate the model name. Wholesaler in Delhi sent what he heard.

I sat on the floor with the carton. Three hours to argue. Return freight. Bad week.

Purchase order to my supplier, what actually happened

Now I send a purchase order draft before I pay advance. Still WhatsApp. But PDF attached. Model names typed. Qty typed. Rate we talked. My shop as buyer. His firm as supplier.

PO is not an invoice. I am not selling. I am asking him to send. Many people in the market mix these words. Invoice is from seller to me. PO is from me to seller.

BillOnDesk draft. Not a legal stamp paper. Not GSTN. If we fight in court, this is still just a shop PDF. But for a Delhi packet, it is enough to stop the wrong model.

I fill my shop name, Kishangarh address, phone. GSTIN if I have on that year. Supplier name I copy from his bill head. If I spell his company wrong, his packing boy ignores the PDF.

PO number. I use PO-KIS-041. Own series. Invoice number helper with prefix PO. I do not use the same numbers as my customer bills. Night time I will mix.

Date. Today I am ordering. Delivery date I write if he promised Friday. If no promise, I write as soon as possible. He still sends when he wants. At least I wrote.

Items. One line one SKU. Redmi 13C back cover black. Qty 20. Rate 45. Not "covers mixed". Mixed is how the last carton happened.

Tempered glass. I write size. 13C. Not "same as last time". Last time was two months. His last time is not my last time.

Power bank 10000. Brand I type. Copy and original I do not play games. I order what I order. I do not write a famous brand on PO if I am buying local. That PO would be a lie. I do not need that lie.

Total. Qty times rate. I check with item total calculator if lines are many. I am weak at 17 times 85 in my head when customer is also shouting for a SIM cut.

Advance. I write 3000 UPI already sent. Balance on parcel. If I do not write advance, later he says you never paid. UPI ref in the note.

Note line. Please send same models. No substitute without WhatsApp yes. This one sentence saved me from 20 random colours.

I download PDF. Send. He replies ok. I keep that ok. Screenshot. PO plus ok is my order file.

When parcel comes I tick the PO. Short 2 glass. I call. Next time credit. If I had no PO, he would say I never asked 10 glass.

Some suppliers want PO on letterhead. I print the draft. Stamp. Photo. Send. Enough for them.

I do not put hologram. I do not write government purchase order. I am not a department. I am a shop. DRAFT watermark stays. Fine. He still packs.

A friend in Makrana sends PO then the supplier makes tax invoice to a different GSTIN. That is a different fight. My PO has my GSTIN. I check his invoice matches. If not, I do not take the parcel from the courier without call.

PO will not fix a thief. It fixes confusion.

How I send a purchase order draft

I used to think PO is only for factories. Factory has SAP. I have a phone. Same need. Model number is long. Voice note is lazy.

Now even for 5 pieces I send PO if the name is long. For 2 local chargers from the market I still walk and buy. No PDF. Use brain. Tool is for distance.

Delivery address. My shop. Not my house. Once a parcel went home. Mother signed. I was in shop. Cover boxes in the kitchen. Never again. PO says shop address.

Vehicle or courier name I add if I know. Optional. Delivery challan is his job when he ships, not mine. I should not make his challan. I make PO.

Rates on PO. If he later invoices higher, I have paper. I ask why. Sometimes freight. Sometimes he typed wrong. We talk. Without PO I only have a voice note that says "jo last rate tha". Last rate is a ghost.

I do not fake a PO after the parcel to show some loan uncle. That is a different movie. I make PO before order. Truth time.

BillOnDesk is browser. I fill slow. If I close tab, gone. I download first. I also copy the PO number in notebook. Old habit. Good habit.

English I keep simple. Supplier in Delhi also talks Hindi. But model names are English. PO in English works. I do not write a speech. Table is enough.

If he needs GST on his invoice, that is his sale to me. My PO can mention GST extra as we agreed. I write GST extra 18 percent as discussed. Or GST included. One of the two. Not silence. Silence is how 800 rupees disappear.

I am not his CA. I do not tell him which HSN. I write item name I understand. He maps HSN on his invoice. If his HSN looks mad, I ask CA later, not at packing time.

Small shop people feel shy to send PO. Like we are acting big. I felt that. Then I lost money on wrong covers. Shy is costlier.

I sent the first PO with "please" five times. Now I send once please. Table. Thanks. He is used to it. Other retailers also started. He told me, your PDF is clear. That felt nice.

When I return stock, that is not PO. That is credit talk. I may send a note. Different paper. PO is only to buy.

Do not use PO to order on someone else GSTIN. Do not put a random company as buyer. That is playing GST. I put my shop. Only.

If two brothers share a counter, write which shop. Our family almost mixed my cousin GSTIN. Stopped. One PO one GSTIN.

Print a copy, keep in the carton file. When CA asks what is this purchase, I show invoice from supplier plus my PO. Story matches.

Some months I order nothing. PO file sleeps. Then a new model launch. 40 covers. PO. No voice note. I still send a voice "PDF dekh lena" so he opens it. Human plus paper.

Wrong colour still happens if I type black and he has only blue. Then he calls. I say okay blue. I write on the PO print by hand. Blue ok. Sign. Photo back. Better than silent substitute.

I do not need 18 fields. BillOnDesk purchase order is simple. Seller of goods is supplier. I am buyer. Items. Total. Notes. Print.

That is the tool I wanted when I was sitting on the floor with 20 wrong covers.

Kishangarh dust on the boxes. I laughed later. That day I did not laugh.

If you also order from another city, type the model. Send purchase order draft. Keep DRAFT. Keep honesty. Pay on UPI with the PO number in remarks if the app allows. Remarks help.

And remember. This site is not GSTN. Supplier still files his own. You still file yours with CA. PO is only the ask.