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Download purchase order template in Microsoft Excel format.
Using a Purchase Order Template to Simplify Transactions
Have you been searching for the perfect purchase order software or purchase order template for your company or organization? Are you interested in substituting your current method of purchasing goods and supplies with the safety and convenience of a purchase order? If so, the following information may prove very useful to you. In this article we will briefly highlight the purpose of these types of documents, and show you what type of information are typically found on a purchase order template.
What Is a Purchase Order?
A purchase order is a type of document used by businesses and organizations to order supplies and equipment. These documents are usually used in lieu of a credit card and offer both buyers and sellers added security and convenience. Types of businesses that would typically utilize a purchase order, as opposed to ordering with a credit card or bank account, include schools and universities, large non-profit organizations and churches. The purchase order is a way to have your purchases approved by the management team or the board of directors prior to making a purchase and they help the bookkeepers keep track of individual purchases made by different departments within the same organization.
The Purchase Order Template
There are basically two types of purchase order templates. The first is a printable version which can be downloaded and printed as a physical copy to be mailed through the post, and the second, which is quickly gaining in popularity in this ever-increasing paperless world, is the virtual purchase order template. These types of purchase orders can be completed online and saved as a PDF document, which can then be emailed to vendors when you’re ready to make a purchase.
Regardless of the type of purchase order you decide to use, there are several pieces of information which should always be included on your template. These include:
• Your Company’s or Organization’s Name. At the top of any purchase order should be the name and contact information of the buyer’s company. This includes your address, telephone number, website and primary email address.
• The Purchase Order Number. The purchase order number is the number that will be used by the buyer’s accounting staff to help track purchases.
• The Vendor’s Name. The name of the vendor or selling company, complete with all contact information, should be prominently displayed on your purchase order document.
• Shipping Address. The shipping address is the physical location where the order will be shipped once it is filled.
• The Shipping Method. This could include such methods as “US Postal Service” or “Federal Express”
• Shipping and Payment Terms. This field is reserved for highlighting what the total cost of the purchase will be, including all applicable shipping charges.
Using a purchase order template allows you to include only the information that is applicable to your company, and can save a lot of time and frustration for buyer and seller alike. With a purchase order you not only can specify all the pertinent terms of the transaction ahead of time, but you can also easily track that purchase using the purchase order number.