The purchase order PDF - downloaded, printed, or attached to the email your supplier receives - is customized in Settings, Documents & email. Everything there is a shop-wide default, and any supplier can be given its own version.
The basics
Business name shown to your suppliers - the name your suppliers deal with, when that is not your Shopify store name. It prints on the PDF and is used in the emails they receive, including the sender name in their inbox. Left empty, your store name is used. Worth setting if you trade under a different name from the one on your storefront.
Logo - upload one and it prints in the document header.
Paper size - Letter (8.5 x 11 in) or A4 (210 x 297 mm), applied to downloaded, printed, and emailed PDFs.
Email shown on documents - printed in the PDF header. Left empty, it falls back to your reply-to address, or your store email.
Bill to - where suppliers should send the invoice, when that's not the address goods ship to. A supplier or a single order can override it.
Default ship-to address - where suppliers should deliver, when that is not your Shopify location address. It prints on every order that has no ship-to of its own, whichever location the goods are for - so leave it empty if you receive into more than one location and let each location print itself. Any single order can still override it.
A standing note on every order
Standard note on purchase orders prints at the bottom of every PO PDF, below the order's own note - the natural home for payment instructions, delivery hours, or terms you'd otherwise retype on each order. Each purchase order can still carry its own note; the two print together.
What the PDF shows
Whole blocks of the document can be turned on or off:
Show costs and totals - turned off, the document carries no money at all: no unit costs, discounts, line amounts, charges, tax or total. Useful when the PDF doubles as a picking or packing document. With costs on, the totals block also states Total units - the piece count across every line, net of anything cancelled - so whoever receives the delivery can check it against one number.
Show SKU column, Show discount column, Show pack breakdown, Show notes, Show logo, and Show account number.
Product images - a thumbnail beside each item, so a warehouse picking from your order can see what they are pulling. Off by default, and it adds to the size of the emailed PDF.
Variant column - prints the variant in a column of its own instead of after the product name. Off by default, and it hides itself when nothing on the order has a variant worth naming.
Barcode column - prints each item's barcode in a column of its own, for a supplier who picks or receives by scanning. Off by default, and it hides itself when nothing on the order has a barcode. The code printed is the item's current barcode, so one you add in Shopify after building the order still reaches the supplier.
Retail price column - prints each item's current selling price in a column of its own, so staff can price arriving stock straight off the printed order. Off by default, and it hides itself when nothing on the order has a price. The price printed is always the item's price in Shopify at print time, not what it was when the order was built.
Stock on hand - prints each item's current available stock at the order's location in a Stock column beside Qty, so staff working the delivery know what is already on the shelf and what goes to the floor. Off by default. When the order names no location it prints the whole store's stock, a custom line prints a dash, and the column stays away when no line has a stock figure. Like the other blocks it can be set per supplier and in the print dialog - remember it is on the supplier's copy too.
Bin location column - prints each item's bin location in a column of its own, so staff can put arriving stock away straight off the printed order. Off by default, and it hides itself when nothing on the order has a bin. Each line prints the bin for the location it is going to - on an order split across locations, every line shows its own warehouse's shelf. Set bins on the product page or by CSV - see Bin locations: record where each item is shelved.
Show our own SKU - when an item has a supplier part number, the SKU column prints theirs first with yours in small text underneath. Turn this off to print only the supplier's code. Clearer when you buy the same item from several suppliers, where your own code means nothing to any of them.
These apply to every supplier. To vary them for one, open the supplier's page and use Customize for this supplier on the PO document card - turn a block off there and it's left off their copy only.
You can also change them at the moment you send or print. The Email to supplier dialog shows the whole list under The PDF includes, and Print or Download PDF opens the same switches as PDF options, already set the way this supplier's document is configured, and a change you make there is remembered for that supplier - so the second order to them starts where the first one ended. A choice that matches your store defaults leaves the supplier following those defaults, so a later change in Settings still reaches them.
One switch in PDF options is just for you: once anything on the order has been received, Show received status adds Received and Remaining columns beside the quantity - print the order and check the delivery against it, or file a copy showing exactly what is still due. It applies to that one print or download only: it is never remembered for the supplier, and an emailed document never includes it.
Metafield columns
You can print up to two of your Shopify metafields as columns of their own - a season, a model year, a fabric - so a supplier picking your order can tell near-identical items apart. Choose them in Settings > Documents & email. Stockroom picks up your product and variant metafields automatically; Settings > Data & sync > Your Shopify metafields shows which ones are available.
A metafield column hides itself when no item on the order has a value for it, and the value printed is the current one from Shopify. Unlike the blocks above, the choice of metafield columns is shop-wide: it is not part of Customize for this supplier, and it does not appear in the PDF options switches at send time.
Good to know
Show notes governs every note on the document - the order's own note, the standing note, and the per-line notes for the supplier. Turn it off for a supplier and none of them prints on their copy. Internal line notes never print either way.
The same Settings tab holds the Supplier email template - the subject and message that accompany the PDF when you email an order.
The PDF's own labels and headings are always in English - it is a supplier-facing document, so it does not follow your admin language. Your own text prints exactly as you typed it, in any language: product names, supplier names and addresses, order notes and the standing note all print in their own script, including Japanese, Chinese and Korean. If any character comes out as an empty square, tell us which language and we will add it.