What it's for
This purchase order template puts one order to one vendor on a single page: what you are buying, how many, at what price, where it goes, and which job and cost code it belongs to. Whoever buys for the company fills it in before the order goes out.
The second sheet is a purchase order log: each order from issue to invoice, so you can see what you have committed and whether invoices ran over the amounts ordered. Use the same job number and cost code as on your construction budget, if you keep one. An order placed because of an approved change can say so in its notes; the change order log holds the change itself. For work you direct rather than goods you buy, see the work order template.
The file carries no terms and conditions and no vendor signature line. Any terms belong in your own agreement with the vendor, and the file does not say what that agreement should contain. It is not legal advice.
What's inside
Three sheets, all protected with no password. Pale yellow cells are yours to fill in; all other cells are locked.
Purchase order prints on one portrait page. The top carries your letterhead, the title "PURCHASE ORDER" and boxes for PO NO. and DATE.
- VENDOR: VENDOR, ADDRESS, CONTACT, PHONE OR EMAIL.
- SHIP TO: PROJECT, SITE ADDRESS, DELIVER BY (a date), DELIVERY CONTACT.
- ACCOUNTING: JOB NO., COST CODE.
- The table: NO. (printed 1 to 12), DESCRIPTION, QTY, UNIT, UNIT PRICE, AMOUNT.
- NOTES, three lines, beside Subtotal, Sales tax, Freight and delivery and Total. AMOUNT, Subtotal, Sales tax and Total calculate; the tax rate and the freight are yours to type.
- AUTHORIZED: AUTHORIZED BY, SIGNATURE, DATE.
PO log carries the same letterhead, titled "PO LOG". Its 40 lines run PO NO. through VARIANCE, ten columns, and STATUS is a drop-down of Open, Partly received, Received, Closed and Void. The table sorts and filters while protected. Under it, PO SUMMARY shows Committed, Invoiced, Variance on invoiced POs and a count for each status. It prints landscape, one page wide, with the header row repeated.
About this template holds three steps, the example figures, the version, the license and links.
How to fill it in
- Replace the letterhead lines with your own, and add your logo where the sheet says YOUR LOGO.
- Type the PO NO. and DATE, then the vendor, ship-to and accounting blocks.
- List the order on up to twelve lines. AMOUNT is quantity times unit price, rounded to the cent. A line shows an amount once its description, quantity or unit price is filled in, so a described line with no price shows $0.00. QTY and UNIT PRICE take numbers of 0 or more, so a credit can't go on a line.
- Type the Sales tax rate with a percent sign, from 0% to 100%. Blank means 0. The file takes that rate of the subtotal and adds Freight and delivery after it, untaxed. It does not decide what is taxable on your purchase.
- Add NOTES, then AUTHORIZED BY, SIGNATURE and DATE.
- When the order goes out, add a line on PO log with STATUS Open. Nothing carries over from the purchase order sheet, so type the PO AMOUNT yourself, and change it if the order changes. As the order moves, update STATUS and enter DATE RECEIVED and INVOICED AMOUNT.
VARIANCE is the invoiced amount less the PO AMOUNT, so a plus figure means the invoice came in over the order. It stays blank until both amounts are in, so a partly invoiced order shows a minus figure until the rest arrives. The cell is yellow so the table can sort; typing over it deletes the formula for that row. Committed, Invoiced and Variance on invoiced POs all leave out rows marked Void, so a canceled order drops out of the totals once you change its STATUS.
The worked example
The first three lines of the purchase order are labeled Example, and the About tab says the prices, freight and 7% rate are illustrative, not your rate:
| NO. | DESCRIPTION | QTY | UNIT | UNIT PRICE | AMOUNT |
|---|---|---|---|---|---|
| 1 | Example: 2x6 studs, 8 ft | 120 | ea | $7.25 | $870.00 |
| 2 | Example: 1/2 in OSB sheathing | 40 | sheet | $18.50 | $740.00 |
| 3 | Example: framing nails, 50 lb box | 2 | box | $89.00 | $178.00 |
With the 7% rate and $75.00 freight, the sheet reads Subtotal $1,788.00, Sales tax $125.16 and Total $1,988.16.
The first three rows of the log are examples too, with dates and cost codes not shown here:
| PO NO. | VENDOR | PO AMOUNT | STATUS | INVOICED AMOUNT | VARIANCE |
|---|---|---|---|---|---|
| 1001 | Example: lumber yard | $1,988.16 | Received | $1,988.16 | $0.00 |
| 1002 | Example: concrete supplier | $2,475.00 | Open | ||
| 1003 | Example: rental yard | $1,150.00 | Received | $1,212.50 | $62.50 |
The summary reads Committed $5,613.16, Invoiced $3,200.66 and Variance on invoiced POs $62.50, with Open 1, Partly received 0, Received 2, Closed 0 and Void 0.
Frequently asked questions
Does it calculate anything?
Yes. On the purchase order, each AMOUNT, the Subtotal, the Sales tax and the Total are formulas. On the log, so are VARIANCE and every figure under PO SUMMARY. The rest is yours to type.
Does it include terms and conditions?
No. Any terms belong in your own agreement with the vendor, and the file does not decide what they should be.
Does it work in Google Sheets or Numbers?
Both open .xlsx files. This one has no macros, and its formulas use only IF, OR, AND, ROUND, SUM, SUMIF and COUNTIF.
Can I add more lines or more orders?
Not on the purchase order sheet, which is fixed at twelve lines while protected. On the log, insert rows between two rows of the table, with the sheet still protected, and copy VARIANCE from the row above so the summary takes it in. Rows added below the table are not counted.
Can I put my logo on it?
Yes. Insert it where each sheet says YOUR LOGO. Those rows are 36 pt (half an inch) tall, so a logo sized to them fits without dragging a row taller. To remove the YOUR LOGO text, choose Review > Unprotect Sheet (there is no password), then protect the sheet again.
Is it legal advice?
No. The file adds up the figures you enter. It does not say what a purchase order must contain or what tax applies to your purchase.