A purchase order is a document that is used when a business purchases products or services from another business – it is usually sent to the supplier (either as a document or as a EDI/Electronic message) and describes what part/products are required coupled with what price is being paid and what terms and conditions apply. In the purchasing process – it will typically come after the requisition and supplier sourcing phase.
While purchase orders can include a number of different attributes (check out our article on key things to include in your purchase order template) there are some basic concepts that all purchase orders will contain
1/ Your company details
2/ Your supplier details
3/ Your Purchase Order number or reference
4/ Information about what you want to purchase (including quantity and price)
Creating a Purchase Order Template
Here’s our guide on how to produce a generic purchase order template in Excel – if you’d rather not use a spreadsheet application to produce your template word processing software will do just fine as well. Check out the video below and you’ll see how we’ve structured our template.
1/ Starting with a new workbook enter some information about your company including:
• Your Company Name (and logo)
• Your Company Address
• Your Company contact details
2/ Enter some reference information about the Order including
• A Title that reads “Purchase Order” – this clearly identifies what the document is
• A Purchase Order Number
• The Date of the order (this could be the date that the order was raised).
3/ Enter contact details for your supplier include their company name and address
4/ Enter some information about where you want your order delivered too (this is often referred to as a “ship to” address).
5/ In the middle of the document create a table where you will record the items you’ll want to purchase. Include room to record the following
• Part Number
• Part Description
• Qty (how many your buying)
• Price Each
• Total Price.
6/ Add an area under your table where you can record the total price for your order include some cells that will calculate any tax or ancillary costs that you’ll be charged.
7/ Create a text box that you can use to record additional information or notes to accompany your order.
8/ Include a sign off block as necessary
9/ Add some contact information on the buyer (or who is responsible for your purchase order.)
10/ Consider how you will include any terms and conditions that apply to your order
11/ Add some color and some formatting
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