Free Excel Purchase Order Template

Download Free Excel Purchase Order Templates

Choose a preview to download its XLSX file. Keep a blank original and save a working copy for each order. Create Purchase Order Online opens the separate Docelf editor.

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  Free Excel Purchase Order Template

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  Simple Excel Purchase Order Template

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  Printable Excel Purchase Order Template

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How to Create a Purchase Order in Excel

Open the XLSX and save a separate copy with the PO number and vendor name. The illustration is a Docelf purchase order showing the kind of information to include; it is not a screenshot of the Excel workbook.

When the order is complete, check the print area, save the workbook, and export a PDF. Open it before sending it to your vendor.

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1. Add Your Business: Enter your business name and contact details.
2. Add Your Logo: Add your logo if you use one.
3. Add the Vendor: Enter the vendor’s name and contact details.
4. Number and Date: Add a unique PO number and the order date.
5. List the Purchases: Use one row per product, service, or rental. Include the unit or pack size and agreed unit price. Add separately charged shipping as an item.
6. Check Quantities and Totals: Multiply each quantity by its unit price. Check that the subtotal includes every item row. Apply any agreed discount and the tax for your order, then check the final total.
7. Add Delivery Instructions: Enter the ship-to address or service location and requested date. Add agreed terms and useful instructions in the order’s notes area.

Check the Quantities, Prices, and Order Total

Use the unit your vendor sells: a carton, pack, hour, or individual item. Put that unit in the description so the quantity and price mean the same thing to both of you. Add a separately charged delivery service as an item, included in the subtotal.

This fictional office-supply order uses US dollars. The paper price is per carton, and an illustrative 8% tax applies to the whole $142.00 subtotal. Use the tax treatment that applies to your actual order.

Check the spreadsheet against the example: 2 × $28.00 is $56.00, the three line amounts add to $142.00, and tax brings the order total to $153.36. A calculated total shows the value ordered; it does not confirm payment or delivery.

Keep Delivery Instructions With the Order

Put the delivery address in the ship-to area, then use the notes area for the instructions your vendor needs to fill the order. Include only the payment terms, handling details, and project references your business actually uses. In Docelf, the field is called Notes.

For the office-supply example, a short note can identify the receiving point and help match the vendor’s later invoice. Keep the note inside the spreadsheet’s print area. Adapt the sample to your own order.

Keep the Formulas Working as You Edit

Check which cells contain formulas before you enter the order. Quantities and unit prices are inputs; line amounts and totals may be calculated from them.

Excel or an Online Purchase Order?

Excel gives you an offline workbook with control over the rows and layout. For repeat orders, Docelf lets you reuse saved vendor, product, and service details instead of copying them into another file.

You enter quantities and unit prices; Docelf calculates line amounts, subtotal, discounts, taxes, and total. It keeps purchase orders with your other business documents. The spreadsheet templates are separate files and do not update a Docelf purchase order.

Create a purchase order online with Docelf or keep using your spreadsheet copy.

Keep the Sent Order for Invoice Matching

Save the exact PDF you sent alongside the workbook. When the vendor sends an invoice, use the PO number to match the documents and compare the item descriptions, quantities, and prices.

Complete any internal purchasing review before sending. If the order changes, send the vendor the revised copy and explain what changed. Ask them to confirm the delivery arrangements directly. Seeing that an emailed Docelf purchase order was opened does not confirm acceptance or shipment.

Other Purchase Order File Formats

Choose the tool that best fits the way you edit, calculate, share, and send the order.

• Word Purchase Order Template
• Google Docs Purchase Order Template
• Google Sheets Purchase Order Template
• All Purchase Order Formats

Excel Purchase Order Template FAQs

• Is there a free Excel purchase order template?

  Yes. You can download the Excel purchase order templates on this page and use the XLSX files for your business.

• Does the Excel purchase order calculate totals automatically?

  Check the formulas in the workbook you download before relying on them. Each line amount should use that row’s quantity and unit price, and the subtotal should include every item. Recheck the formulas after adding or deleting rows.

• How do I add more items to an Excel purchase order?

  Insert a new row within the item table, copy the formatting and formula from a nearby row, then confirm that the new calculation uses its own quantity and price. Check that the subtotal and print area include the new line.

• Can I print an Excel purchase order on one page?

  Often, yes. Set the print area and adjust orientation, margins, or scaling. Keep the text readable; a longer order may need more than one page. Check the finished PDF before sending it.

• Should I use Excel or Google Sheets for a purchase order?

  Use Excel when you prefer desktop files or need to work offline. Use Google Sheets when several people need browser access, comments, or shared editing.

• Can I save an Excel purchase order as a PDF?

  Yes. Use Export or Save As and choose PDF. Check that all columns, totals, and notes appear before sending it to the vendor.

• Is Docelf accounting software?

  No. Docelf is document software that helps you create, send, and organize purchase orders and other business documents.