Raise each purchase order on the order sheet and log it on the register, with suppliers and categories picked from your own lists to keep the record tidy.
Part of the alphaZ ER series of Excel registers, built for listings that grow and need to be sorted and filtered. Supplied in fully editable MS Excel format, with a Google Sheets version included, and set in Calibri font for improved readability.
The register is set up with:
- A purchase order sheet with a supplier drop-down, and line totals, subtotal, VAT and order total that calculate as you type
- Drop-downs for supplier and category on the register, with the lists and the VAT rate editable on the Instructions sheet
- Filters on the register so orders can be found by supplier, category or job
alphaZ documents - tried and tested registers with no junk, jargon or unnecessary columns,
developed over 25 years through practical use in the real world.
Further guidance on purchasing and supplier control:
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Purchase Order Register Template
A purchase order register template in Microsoft Excel for raising purchase orders and keeping a numbered log of every order placed. A Google Sheets version is included.
It is intended for businesses that do not raise orders through accounts software, or that want more control over purchasing than their accounts software gives. ISO 9001 asks you to control what you buy in and to give suppliers clear information about what is required, and an order raised against an approved supplier with the items set out line by line is part of that.
What's Included in this Purchase Order Register
The workbook is laid out as separate sheets, each doing one part of the job:
- Purchase_Order - an order layout with the date, purchase order number, who raised it, the supplier chosen from your approved list and their address, then lines for quantity, code, description and unit price, with a subtotal, VAT and total, the requested delivery date, delivery address and a note that the PO number must appear on invoices and delivery notes.
- PO Register - the log of every purchase order raised, with the PO number, date, supplier, category, description, project or job and comments.
- Instructions - how to use the register, and the lists behind the drop-downs: your approved suppliers, purchase categories and the VAT rate.
Keeping a Copy of Each Order
The order sheet is reused for each new order, so the workbook does not keep the orders themselves. Save each completed order as a PDF, or export it, before raising the next one, and log it on the register so the PO number, supplier and job can be found later.
Setting Up the Register
Enter your approved suppliers, purchase categories and VAT rate on the Instructions sheet, then add your company name and address to the foot of the order layout. The register comes with example entries to show how it works. Cells with a red triangle in the corner carry help text.
Built for Purchasing Control
- Orders raised only against suppliers on your approved list
- A unique PO number for every order, to be quoted on invoices and delivery notes
- Each order logged against a category and a project or job, so spend can be filtered
- A requested delivery date and delivery address on every order
Keeping the Register Up to Date
Log each order on the register as soon as it is raised, and keep the saved copy of the order with the supplier invoice when it arrives. Filtering the register by job or category then gives a quick list of what has been ordered for any piece of work.
Who Needs a Purchase Order Register?
Small businesses that buy from a regular set of suppliers without a purchasing module in their accounts software, and businesses that want every order raised against an approved supplier with a clear numbered record behind it.
Pairs with the Supplier Register
Approved suppliers are best kept on the ER3 Key Supplier Contractor Register, with the names carried across to the supplier list in this register. The F-Q50 Purchase Order Form is an alternative Word layout for the order itself, and the F-Q51 Requisition Request Form can be used where purchases are requested before an order is raised.
We can help you set this up
A day of remote support can be spent setting up this register with your own information, alongside any other documents your management system needs. Tell us what you need and we will plan the day around it.
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