Purchases are an inevitable part of any business. As the business grows, the number of purchases also grows. If you don’t standardize your process, it can get messy really quickly.
Purchase orders help maintain visibility into the purchase process for both the buyers and the suppliers. And if you’re not using them already, you can start your journey with our free purchase order template.
Nanonets’ Purchase order template is a simple solution to create professional Purchase orders for your business. You won’t need additional software to create them. You can use Google Sheets and Excel to create them easily.
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How to use this purchase order template?
This purchase order template is present on Google Sheets. But you can download it and use it in excel. Let’s see how to use the purchase order template.
- Open the purchase order template in Google Sheets.
- Click on File and Select “Make a Copy” to add the PO template in your drive.
- Edit the document as per your requirements.
In order to use it as a purchase order excel template, after making a copy of the document in your drive, select download as “Microsoft Excel (.xlsx)”.
In order to download the Purchase Order as a PDF file from Google sheets, follow these steps
- Select the PO tab
- Hide the columns on the right with the irrelevant text.
- Select File > Download as > PDF
- Make these selections. Page Orientation – Portrait and Scale – Fit to Page
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What are the components of a purchase order?
Make sure your purchase order includes all the relevant information to remove ambiguity from discussions altogether. Here are some of the things that you must include in your purchase order. Look for purchase order templates that include the following:
Include all the information about your company in the header like
- Company logo
- Company address
- PO number
- PO date
- Email address & contact number of the responsible person
Be sure to include the following vendor information in your purchase order.
- Vendor contact information
- Vendor name
- Vendor address
Sometimes companies send purchase orders from head offices but they want the products delivered somewhere else. In this case, shipping information comes handy. It clearly states the location at which product delivery is expected.
- Shipping contact person
- Shipping address
- Phone number
Products & Services Information
In order to remove ambiguity, both parties should look at this section which lays down the details about products and services.
- Item number
- Item details (description of the requested product or services)
- Quantity or SKU
- The unit price of products and services
- Delivery date
Pricing & Tax details
After all the details and mentioned, you should summarize the purchase order with the following:
- Total Price of the goods & services being ordered
- Shipping charges, taxes, and discounts on the total amount
- Terms and conditions
- Special Requirements
Sample Purchase Order Template
Here is a sample purchase order template for your reference with all the sections discussed above. You can alter the sections as per your requirements but it is advisable to include as much information as possible to ensure smooth communication between your company and the supplier.
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Purchase Order Process
How does the entire purchase order process work? Let’s take a look at the entire PO process and the steps involved.
Purchase Requisition Creation & Approval
Employee raises a purchase requisition to initiate the buying request and gets it approved by the managers and purchasing department. The purchase requisition states the reason for buying and the exact requirements in detail.
Once approved, it moves on to the next stage.
Purchase Order Creation
After the purchase requisition is approved, a purchase order is created. You can use an online purchase order generator to create purchase orders easily instead of manually creating them.
Purchase Order Approval Process
In this step, the Purchase order goes to various departments and managers for approval to ensure that details and budgets align with the goals set by the organization. You can automate approval processes using Nanonets too.
After approval, the PO is dispatched to the vendor for approval. Once the vendor approves, a binding contract is signed between the vendor and your company to finalize the product and service delivery and payment.
Delivery & Invoice
The vendor delivers the goods according to the requirements and shares delivery notes. Upon the complete delivery, the vendor will share the invoice.
Your company will perform 3-way matching to match the purchase order, delivery note, and invoices to ensure all the amounts match.
Upon verification, the payment is dispatched to the vendor account.
Streamline your purchase orders with customizable, no-code automated workflows in 15 minutes with Nanonets.
Build Stronger Relationships with your vendors with proper purchase order processes
Purchase orders bring visibility into the purchasing process for both, the vendor and the buyer. By using purchase order templates and purchase order automation, you can strengthen your vendor relationships by automating manual aspects of the PO process, providing real-time updates to your vendors, and reducing errors in your processes.
Try our free purchase order template to create professional purchase orders and eliminate miscommunication from your purchases completely.