Free Excel template

Free Excel purchase order template

For small businesses, office managers and buyers who send purchase orders to suppliers and want to track what actually arrives. Fill in the vendor, items, quantities, unit prices and any agreed discount; the template totals each line, adds tax and shipping, tells you when the PO needs approval, and shows which items are still to be received.

cellwise-purchase-order-template.xlsxExcel workbook · 5.1 KB · works in Excel, Google Sheets, Numbers and LibreOffice · no signup

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Preview and try it

This is the template's sheet, calculated by the same engine as the Cellwise app. Change any number to see the formulas react before you download.

	A	B	C	D	E	F	G	H	I
1	PURCHASE ORDER
2	Your Company Name					PO number		PO-2026-0187
3	1180 Industrial Pkwy, Columbus, OH 43219					PO date		Nov 2, 2026
4	[email protected]					Deliver by		Nov 13, 2026
5						Lead time (days)		11
6	Vendor		Ship to			Payment terms (days)		30
7	Harbor Packaging Supply		Receiving, Dock B			Payment due (approx.)		46369
8	77 Dock St, Toledo, OH 43604		1180 Industrial Pkwy, Columbus, OH 43219
9	Account # HPS-55210
10
11	Item #	Description	Qty	Unit	Unit price	Discount	Line total	Received	Still due
12	BX-1812	Corrugated shipping boxes, 18 x 12 x 10 in	400	each	1.18	0.05	448.4	400	0
13	BX-2416	Corrugated shipping boxes, 24 x 16 x 12 in	250	each	1.86	0.05	441.75	200	50
14	TP-48	Packing tape, 2 in x 110 yd	72	roll	2.35	0	169.2	72	0
15	BW-12	Bubble wrap, 12 in x 175 ft	10	roll	21.4	0	214		10
16	LB-46	Thermal shipping labels 4 x 6 in (500 per roll)	24	roll	11.95	0.1	258.12		24
17	SW-18	Stretch wrap, 18 in x 1500 ft	8	roll	24.5	0	196		8
18	GL-100	Nitrile gloves, box of 100	12	box	9.8	0	117.6		12
19
20

How the formulas work

Line total with a discount

G12=IF(C12="","",ROUND(C12*E12*(1-F12),2))

Quantity times unit price times (1 minus the discount). A 5% discount is typed as 5% or 0.05, and 1-F12 leaves 95% of the price. ROUND keeps each line to cents so the lines add up exactly to the subtotal, and the IF leaves unused rows blank.

How much the discounts saved

G26=ROUND(SUMPRODUCT(C12:C23,E12:E23)-G25,2)

SUMPRODUCT multiplies every quantity by its unit price and adds them, which is the order at full price. Subtracting the discounted subtotal gives the total discount, a useful number when you compare suppliers or renegotiate.

Approval check against a spending limit

G33=IF(G30>G32,"Needs approval","Within limit")

Many companies let a buyer sign off orders up to a set amount and need a manager above it. Type your limit in G32. The sample order comes to just over $2,000 after tax and shipping, so it needs approval even though the subtotal alone is under the limit.

What is still to be received

I12=IF(C12="","",C12-H12)

When the delivery arrives, count each item and type the quantity in Received. Still due is ordered minus received; B33 counts the lines where it is above zero. In the sample, 50 of the 250 large boxes are still due and the last four lines have not arrived yet, so the vendor invoice should not be paid in full until they do.

Make it yours

Number POs in sequence (PO-2026-0187, PO-2026-0188 ...) and save each as its own file or sheet. Ask suppliers to quote the PO number on their invoice so you can match invoice, PO and delivery (the "three-way match").
Set the print area to A1:G33 (Page Layout > Print Area > Set Print Area) so the Received and Still due columns stay on your copy and not on the one you send. Save the printed version as PDF to email it.
Highlight short deliveries: select I12:I23, Home > Conditional Formatting > Highlight Cells Rules > Greater Than, type 0 and pick a fill.
If your purchase is tax exempt (for example goods bought for resale), set the tax rate in G27 to 0. Whether tax applies depends on your location and what you buy, so follow your accountant's guidance.

FAQ

What should a purchase order include?

A unique PO number and date, your company and the vendor, the ship-to address, a required delivery date, each item with quantity, unit and price, the totals, payment terms and who approved it. This template has a place for each of these.

What is the difference between a purchase order and an invoice?

A purchase order is sent by the buyer to the seller before delivery and says what you agree to buy. An invoice is sent by the seller afterwards and asks for payment. Checking the invoice against the PO and what you received catches overcharges and short deliveries.

How do I add more lines?

Insert rows between row 12 and row 23 and copy the Line total and Still due formulas down. Inserting inside the range keeps the SUM and SUMPRODUCT totals pointing at every line.

Functions used

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Updated November 2, 2026