Purchase Order to Excel

Convert a purchase order PDF, photo or Word file into Excel or CSV, with the PO number, supplier, buyer, dates and every ordered line.

Reviewed by Dany, RightSums team · Updated

Files are processed in memory and never stored.

procurement · Business · UK & US

Upload a purchase order as a PDF, photo, Word file, Excel sheet, CSV or text file, up to 25MB. The tool looks for the PO number, supplier, customer or buyer, order date, due date, currency and payment terms, then reads each ordered line: SKU, description, quantity, unit price, tax % and line total. Each line is checked so that quantity × unit price matches the line total, and lines that do not add up are marked for review. The lines appear in an editable table where you can fix values, add rows or delete them. Download a three-sheet Excel workbook with the PO summary, line items, and tax and totals, or a CSV of the lines. You can also copy the table. The file is read on our server and not stored.

Accepted inputs

  • PDF
  • Photos (JPG, PNG, WEBP)
  • Word (.docx)
  • Excel (.xlsx, .xls)
  • CSV
  • Text (.txt)

Outputs

  • Excel (.xlsx, 3 sheets)
  • CSV
  • Copy to clipboard

How to use the Purchase Order to Excel

  1. Upload the purchase order as a PDF, photo, Word document or spreadsheet.
  2. The tool reads the PO number, supplier, buyer, dates and payment terms from the header.
  3. Each ordered line is read into an editable table and checked so quantity × price matches the line total.
  4. Correct any rows marked for review, then download Excel or CSV, or copy the table.

Frequently asked questions

How do I convert a purchase order PDF to Excel?

Upload the PO, check the lines in the table, and click Export to download an .xlsx workbook. It has a summary sheet with the PO details, a line items sheet and a tax and totals sheet. A CSV of just the lines is also available.

What details are taken from the purchase order?

From the header it takes the PO number, supplier, customer or buyer, order date, due date, currency and payment terms. From the table it takes the SKU, description, quantity, unit price, tax % and line total for each ordered item.

Does it pick up the requested delivery date?

Not as its own field. The export includes the order date and a due date when one is labelled, such as 'Due date' or 'Pay by'. A 'deliver by' or 'required by' date is not shown in the table, so add it by hand if you need it.

Can I check a purchase order against the supplier's invoice?

Yes, with the PO vs Invoice Checker. Upload the PO and the invoice together and it matches each line, then flags price differences, quantity differences, missing lines and items that were invoiced but never ordered.

Which purchase order files give the best results?

Excel and CSV exports from your purchasing system are the most reliable because the columns are labelled. Digital PDFs with selectable text work well. For paper POs, upload a clear JPG or PNG photo of each page, up to 25MB.

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