Managing a business and its multiple purchase orders is often difficult. Without the help of a correct tool, the chances of forgetting important information, like delivery date, and sending incorrect quantities increase significantly.

With this in mind, people created the purchase order system. It’s an order form made especially for the business owner and manager to administer the purchase order process better and avoid problems along the way.

This article will show you how to create a good purchase order template that directly impacts your business relationship with customers. Be sure to follow the steps carefully.

Now that you know what a purchase order form is and why it is vital for business growth, it is time to start creating your own purchase order form. Be sure to deeply analyze your business and follow each step carefully to create a template that truly fits your needs and positively impacts your purchase orders.

Here are the main steps for creating a purchase order template.

Company Identification

The first item you must add to your purchase order template is the proper identification of your company. It can be the name, logo, symbol, etc.

By doing this, the customer can easily identify where the purchase order is coming from. It optimizes communication and also makes your order form look more professional, giving credibility to your business.

Purchase Order Number

Another essential information to include in the purchase order template is the PO number. Every order must have a specific number to identify them in an optimized way.

This number is unique and must be clearly visible in the order form for both the customer and the vendor. It is usually identified as “P.O.#:xxxxxx” in the document.

Vendor Information

As the name suggests, this part of the purchase order template is dedicated to all basic information of the vendor. The main thing you will add in this category is the seller’s contact information.

Some of the most common details added in this part of the PO template are:

• Name
• Phone number
• Address
• Email Address

Shipping Destiny

The next step when creating the purchase order spreadsheet is to add a section for information regarding the details of the destiny of the order. If you are ordering something, you will add company information regarding your address.

On the other hand, if you are selling the product, the address contained in this part will be regarding the buyer’s company. Pay close attention when filling in this data. A slight mistake can create several problems.

Ship Via

After writing down the shipping address on your purchase order template, it is time to write down the shipping methods. Use this section to write the company responsible for the package and how it will be shipped: air, cargo ship, truck, etc.

The more details you add to the categories of your order form template, the better it will look for the buyers and the more optimized it will be to keep track of. But be sure to write only the necessary things. A detailed description doesn’t mean writing everything.

Buyer’s Name

Just like the name says, this section will be used to add the name and contact information of those who placed the purchase order. This section can also be referred to as “Requisitioner” in some purchase orders.

Also, in some purchase orders, the contact information for this person is often featured at the bottom of the document. You can choose which layout fits better to your template.

Payment Terms

Another indispensable piece of information for your purchase order template is a reference to the payment of the service. It is always good to make a detailed description of the payment method and the amount.

This can be used as proof if something happens with the purchase order and shipping. Keeping a record of all information regarding the purchase order is indispensable, and the payment terms are no exception.

Shipping Terms

The last item you need to fill in your purchase order template is the space for filling in the shipping terms and details. Sometimes the payment method and details are also included in this section, but it is optional.

This section can also be used to describe deadlines and dates for each step of the purchase order process. After doing this, your purchase order template is finished.

Now that you created your purchase order template, here are some tips to make them look better and have an even more significant effect on your business. Here are the main tips you can use.

Customize It With Your Visual ID

One of the best ways to make purchase orders look better is by using a template that follows the visual ID of your organization. For example, you can add your logo instead of just writing your company's name at the top of the purchase order.

This way, you have a template that looks better and makes it easier to identify the company.

Create a Backup Copy

Another practice that can save your life is creating backup copies of your purchase orders. This can be handy, especially when dealing with big clients and high volumes of orders.

Save Copies for the Archive

Along with a backup copy, it is also good to save a copy of your purchase orders for archiving them and keep a register of all deals and services provided. This can help a lot when having problems with a specific order that was requested since the purchase order is also a legally binding document.

Save the Purchase Orders as PDF

This last tip can also save lives when creating a purchase order template. Saving the file as PDF will maximize the compatibility with all devices, lowering the chances of an error when opening the file.

Get this template

Template #2

Purchase order template with logo. It is indicated for businesses with solid visual IDs.

Get this template

Template #3

Detailed purchase order template. Indicated for businesses that need complex instructions and more space for process description.

Get this template