Purchase Order Form Template for Excel

How to use Purchase Order Form Template?

You can download and customize Purchase Order Form with you personal or company information to communicate with your vendor.

1. Start with your company name or if you are using unlocked version than you can also insert you company logo.

2. On the Purchase Order tab, fill in all required entry fields in Vendor and Ship To section of the template. Scroll down to the bottom of the page, were you can see the line "If you have any questions about your order, please contact [Name]" and "Tel: [Phone] Fax: [Fax] E-mail [e-mail]" that have also been updated with your contact details automatically.

3. Update your current Sales Tax/Vat Rate at the bottom of the page.

4. Click on Favorite Products tab and create a list of the products. You can add as many products as you need and and can always maintain your list in the future (List is limited to 20 products in the free version of this template).

5. If you are running out of space for your favorite products, you can add more rows by highlighting the row above the last one, than inserting a new row. You can learn how to add a new rows in to your workbook or Contact Us if you need any help (this is only available for users of unlocked version).

6. Once all necessary preparation is over, save your workbook as Excel Template (.xlt) file. I usually recommend to create and save a several template for each different supplier that you use, with vendor specific products in your favorites, so that you do not end up having a single template with endless product list for all of you suppliers in one that will be very difficult to search. Learn how to find my Invoice Template .xlt file that you've created and saved.

Prepare your first purchase order.

Once you have created your template you are now ready to start creating you first purchase order.

1. In the Product Name/Description column, from the drop down list, choose the product that you need to order followed by the Quantity of the required product.

2. In the top right corner in PO Number enter your purchase order number if it is applicable.

3. In your Customer ID cell you need to enter your customer ID or account number that you use with your supplier if applicable, for easy identification.

4. At the bottom of the page you need to update your Discount and Shipment Cost cells with relevant information or keep it blank, if this is not applicable.

5. If you have any specific requirements to your supplier you can use the Notes and Instructions section of your workbook.

Shipping Method, Shipping Terms and Delivery Date sections may also need to be updated, but can stay blank if not required. Check Wikipedia for shipping terms.

Once your Purchase order is created you can convert it to a standard PDF file (PDF converter may be required) and e-mail to your vendor.