by martieLast Updated : May-13-2023
Are you looking for a free purchase order template in Excel to help you with your purchase order tracking system? You have come to the right place!
In this blog post, we will walk you through a simple purchase order template you and your procurement teams can use to create and track orders.
Download the purchase order template for free by using the link below.
Purchase order template (.XLSX)
If you are a fan of automation for your purchase order processing, you can automate the purchase order creation and get the same purchase order template using ProcureDesk app.
The details in this template match one of the standard purchase order templates you will find in ProcureDesk and our purchase order forms. Feel free to use our purchase order tracking template for your business.
The template is ready to use; you can even print and export the template in PDF. In the next few sections, we will break down the different sections of the template and how you can customize it to meet your needs.
In this template, you will find an:
To start, download the template, then open it with Microsoft Excel. Here is what to do next.
The first step is to update the logo.+
To update the logo, open the spreadsheet and click on the highlighted cell.
We recommend a logo of 150 x 150 pixels.
If you have a logo saved on your computer, you can upload it.
Update the purchase order header details.
The purchase header is on the right-hand side of the sheet. See the example below:
As a business owner, always update the vendor details, Billing details, and Delivery information.
The next step for your purchasing department is to update the vendor details, where the order needs to be shipped, and where the vendor should send the invoice.
Next, we will cover each section in detail so you can be better at leveraging your tracking software.
The vendor details are pretty straightforward. Things that you need to enter on your purchase requests:
The Ship to section lists the contact details and the address information. No matter the volumes of purchase orders, this is a very important step.
Here is another step to your purchase order tracking methods: Always remember that the Bill to section is not mandatory, but you can use this information to provide instructions on sending the bill for the purchase order.
Specifically, suppose you are in a situation where you don’t have a standardized process for receiving invoices. In that case, this section can be very useful in driving compliance with your standard process of receiving invoices and your entire purchase order tracking solution.
The next step is to enter any additional information for the purchase order.
This generally includes the following steps to make it easier for your purchase tracker:
In this step, we update the line item details for the purchase orders. This is a critical step to achieve a complete purchase. The line item details cover what you are trying to purchase from the vendor, thus contributing to better purchase order management.
Above is a screenshot of the line item details from the purchase order template.
The header fields are configurable, so change them to match your headings.
Here is an explanation of the various fields in the line item details you may use for your purchase order systems:
This section covers any additional shipping and taxes that are added to the purchase order for your full-scale procurement system:
Here is how it looks in the template:
This step is not mandatory, but many companies want to put an authorized signatory on the purchase order.
The idea is that this ensures that the purchase order comes from the authorized buyer and not anyone from the company.
Here is how it looks in the template:
You can replace the image with the signatures of the authorized signatory.
This is the final step in the purchase order process. Once the purchase order is ready, you need to send this to the supplier.
We have done all the work for you. All you need to do in this step is to print the purchase order and save it as PDF so you can gain real-time insight into your business
Here are the steps:
2. This will open the following dialog box:
Click on the PDF option, select the location where you want to save the purchase order, and then save the purchase order in the PDF version.
And That’s it; you now have a purchase order that you can send to the vendor for better real-time tracking and real-time updates for your business.
Optionally, you can also keep track of the purchase orders for our administrative tasks.
To update the purchase order tracker for your preferred suppliers or even individual suppliers, go to the “Purchase Order tracker” tab and update the information:
Here is a screenshot of the purchase order tracker for your supplier systems:
The fields are self-explanatory, but here is a brief overview of the fields for a better database solution:
Using a purchase order template is the first step toward keeping track of your company’s purchasing history. In addition, it also helps you leverage your:
Here are some of the key benefits of this purchase order template:
While there are some obvious advantages of using a purchase order tracker Excel sheet, there are some disadvantages too:
A purchase order template is the easiest way to generate purchase orders. This is probably the simplest way to start if you are not using any purchase orders today.
However, when you create more than 20 purchase orders per month, you need a system to create and manage purchase orders. More importantly, you need to control costs to only order what is required.
That is where ProcureDesk can help you ensure you have a central place to track all your purchase order commitments and a cost control process so that only approved purchases are issued to the supplier.
If you want to see how ProcureDesk can help you, click the link below to schedule a free demo with one of our product specialists to learn more about our purchase order software.
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Whenever you’re ready… here are 4 ways we can help you scale your purchasing and Accounts payable process.