Purchase Order Template (Excel)
A one-page purchase order for your suppliers: PO number, date, delivery date and payment terms, supplier details and up to 20 lines with quantity, rate and amount. Subtotal, discount, sales tax, freight and total calculate themselves; print it or send it as PDF.
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Purchase order template (Excel): supplier, item lines, discount, tax, freight and total
Excel (XLSX) · 10 KB · free, no sign-up
What is in the file
The Purchase order sheet has your business name and address at the top, the PO number, date, delivery date and payment terms on the right, and the supplier's name, address and phone. Twenty item lines take Item, SKU, Unit, Qty and Rate; Amount is calculated. Below them: Subtotal, Discount, Sales tax % and amount, Freight and the Total, plus three standard notes for the supplier and signature lines. It fits one A4 page wide. A How to use sheet explains each part.
Direct link to the file: nafaa-purchase-order-template.xlsx. Free to use, copy and share.
How to use it
Step 1: Put in your details once
Replace the business name and address line, then save the file as your own template.
Step 2: Number each order
PO-0001, PO-0002 and so on, so the supplier's bill can be matched to the order.
Step 3: Add the items
Write Qty and Rate for each line; the totals work themselves out.
Step 4: Send it
Print it, or save it as PDF and send it to the supplier on WhatsApp or email.
Why use a purchase order
A written order settles the quantity and rate before the goods arrive, so short deliveries, wrong items and changed rates are caught at the door instead of after payment. Check the goods against the PO when they arrive, and note any difference on the bill. To decide how much to order, use the reorder level calculator. In Nafaa, purchasing creates the order from your low stock list, prints it as a purchase order, and turns it into a goods received note and a purchase bill when the stock arrives.
Frequently asked questions
What is the difference between a purchase order and a purchase bill?
A purchase order is what you send the supplier before delivery: the items, quantities and rates you agree to buy. The purchase bill, or invoice, is what the supplier sends with or after the goods, asking for payment. Matching the two, together with what actually arrived, is how you catch short or wrong deliveries.
Do small shops need purchase orders?
Not for every small top-up from a salesman, but they help for large orders, new suppliers, and any order where rates or delivery dates are negotiated. Even a WhatsApp message with the PO as a PDF gives you a record of what was agreed if the delivery or the bill does not match.