Many small business owners today believe that purchase orders can be a lot of paperwork. They don’t know how it works or why businesses use it, so they perceive it as a time-wasting activity. A purchase order is a form used by buyers to place orders with vendors for goods and services, which they then resell to customers at competitive prices. Both large and small businesses use purchase orders to place orders with vendors for goods and services. They aim to earn the maximum profit from it.
A business can draft its own purchase orders using tools like Excel, short books, e-procurement software, etc. Many businesses view purchase orders as an essential tool for conducting business legally, but doing so comes at a significant cost because it ensures that they always have a legal record of their orders and complete information about the quantity and price of the products they have ordered. This document assists business owners in avoiding mistakes or errors when ordering raw materials.
Under New Document, type in “Purchase Order”. You will see many templates pop up. Scroll through and find one that has a layout that is functional and applies to your business. If there isn’t a perfect fit, choose one with the most useful layout.
Why is it important to create a template for your purchase orders?
Making a template for your purchase orders is crucial because it establishes uniformity. When a buyer agrees to the terms of a purchase order, it becomes a contract that must be followed. Businesses can create a standard format for all of their purchase orders to reduce confusion and promote transparency. Utilizing this template, businesses can streamline all future documents and transactions.
What is a purchase order?
A purchase order is a document that lists all the specifics of a good or service a buyer intends to purchase. As part of the preparation process, the seller includes information about the product or service type, model, quantity, name, and price. Vendors frequently issue purchase orders to companies when they buy a lot of supplies or raw materials.
Purchase orders are sales offers, so companies that sell to consumers may also send them to their customers. The business offer is detailed in the purchase orders, but they aren’t invoices, it’s important to remember that. After the buyer agrees to the terms of a purchase order, a business issues invoices, which are formal requests for payment.
How to create a purchase order in Word
The following are the steps for creating a purchase order in Word:
1. Open a new Word document and select a template
Microsoft Word can be launched by selecting it from your desktop. Go to “New Document” and use the search bar to enter “Purchase Order.” When you complete this task, Word will display a number of templates, and you can choose the one you like best. Double-click the template’s icon once you’ve found one you like to use it.
2. Pick the page size you prefer
The following step is to select the preferred page size. Although the sizes in Microsoft Words templates are predetermined, you can change them as you see fit. Go to the “Layout” icon and select the desired page size. Most companies create purchase orders using the “Full Size” option. By selecting the “Margins” icon, you can also change the margins. The default setting for creating margins is to enter 0. If you haven’t chosen a size to use, you can use this option by adding 25 to the bottom, top, left, and right.
3. Make the gridlines visible
Purchase orders have gridlines to define different rows and columns. These gridlines may be visible automatically, but they often arent. By selecting the “Design” tab from the top ribbon, you can see them. Then, go to the “Borders” button and choose the “View Gridlines” checkbox. “.
4. Insert your companys logo and slogan
This procedure can assist you in producing a final purchase order that is specific to a company. These specifics allow customers to recognize that a particular company is the source of the purchase order. The box that says “Your logo here” can be found on most purchase order templates, so start there. You can select “Picture” under “Insert” after clicking the box. Click “Insert” after finding your saved logo on your computer. “This replaces the logo box with the chosen image.”
The image can be moved to any location inside the cell. If the image’s size is incorrect, you can also use Word’s transform tools to make it smaller or larger. Most Word purchase order templates also include a space where you can enter a company slogan. By selecting the text and pressing the “Delete” key on your keyboard, you can completely remove the words if the business doesn’t have a slogan or if you want to omit this information.
5. Adjust the title of your form
There may be minor title variations in some Word templates for purchase orders, such as “Work Order.” “Click on the title text in your purchase order and type a new title if you want to change it. You can change the text size using the font toolbar if the placement of the text is impacted by the addition of a different title.
6. Insert the companys information
The company information section of purchase order templates is typically found below the title. Included in this data could be the name of the business, the owner, a phone number, an address, and the primary contact. Some people move the company’s information to the slogan section if the company doesn’t have a slogan to create a more unified look. After you right-click on the cell and select “Table Properties,” you can change the text alignment for any cell you choose by looking through the options there.
7. Fix the sections for the data and purchase order number
The date and purchase order number on each purchase order that a business distributes are unique. By completing the spaces for the date and purchase order number, you can create the document template. Make sure you leave space for your team to add the necessary information later. Using the “Format Painter,” which can be found on the “Home” tab, you can make the fonts uniform.
8. Update the billing and shipping sections
There may not be the proper billing and shipping sections in some Word templates. For instance, you can substitute “Bill to” and “Ship to” in place of the “To” and “Service” sections. The billing and shipping sections can either remain on a single line or be split into two separate lines. Remove any text from the corresponding cells to make room for different customer information by doing this.
9. Insert the companys terms and conditions
Customers must agree to the terms and conditions of each purchase order before sending payment. When it comes to shipments, damaged goods, and returns, businesses frequently have different terms and conditions. Make sure to incorporate all terms and conditions, and size the section so that all necessary information fits.
10. Create columns for product information
You can modify each column’s header to add the necessary product details. Columns like “Product Name,” “Product Description,” “Quantity,” “Unit Price,” and “Total Price,” for instance, may be included. By performing a right-click on an existing column and choosing “Add Column” or “Delete Column,” you can add or remove columns as needed. Customers can view the total amount they would owe if they accepted the purchase order by adding a “Purchase Order Total” row to the bottom of all the rows.
11. Update the font color, size and style where appropriate
You can decide to stick with the font’s original color, size, and style provided by the template. Be aware that changing some of these components could help the document become easier to read. For instance, serif fonts can be swapped out for sans serif fonts. Additionally, you have the option of changing the light gray text to plain black text.
12. Save your purchase order for future use
You can now save your completed purchase order form for later use. Go to your Word document’s top-left “File” icon and choose “Save.” You can give the file any name you like, such as “Purchase Order Form.” Additionally, you can change the file from a Word document into another format so that you can print it or send it electronically.
Please note that Indeed is not affiliated with any of the businesses mentioned in this article.
How to Create Purchase Order Template Design Using MS Office Word
FAQ
Does Microsoft Word have a purchase order template?
How do you create a purchase order form?
- Choose a template.
- Add issue data.
- Write the PO number.
- Add company details, such as the billing addresses of the buyer and seller.
- Mention the specifics of the product, such as the item’s description, model number, quantity, and so forth.
- Mention the delivery date.
How do I create an order form in Word?
The buyer should create the purchase order. Once the purchase request is approved, the buyer, also referred to in the procurement process as the purchase requestor, will produce a purchase order. The supplier (seller) will then receive the purchase order from the buyer, allowing them to properly fulfill the order.
Can I create a purchase order?
The buyer should create the purchase order. Once the purchase request is approved, the buyer, also referred to in the procurement process as the purchase requestor, will produce a purchase order. The supplier (seller) will then receive the purchase order from the buyer, allowing them to properly fulfill the order.
