Free template · Excel A purchase order on one A4 page.
A printable A4 purchase order. One file per order: fill it in, save it as a PDF named with the PO number, and send it to the supplier.
.xlsx · 13 KB · free, no sign-up
An Excel workbook (.xlsx). The order prints on one A4 page, portrait.
How to use it
From download to your first order sent.
Studios that order FF&E by email and want every supplier to receive the same complete order, in the supplier's own currency.
Make a master copy
Type your studio details once in the From block and save the file as your master. Everything in [square brackets] is a placeholder.
Number the order
Use one numbering sequence for the studio and copy the number into your FF&E schedule, so every line can be traced to its order.
Set the currency
Set Currency to the currency on the supplier's quote and enter prices in it. Headings and totals show the currency code.
Fill in the lines
Twelve lines are ready; line VAT and totals calculate. The first line is an example, so overwrite or clear it. Pick the VAT rate shown on the supplier's quote.
Send, then confirm
Save it as a PDF named with the PO number and send it. Ask the supplier to confirm the lead time and dispatch date in the box under the lines, and put the confirmed lead time into your schedule.
- VAT on overseas orders
- The form does not calculate import VAT or duty. For orders from overseas, check them with your accountant or shipping agent.
- Protection and linking
- The sheet is protected without a password so the formulas are not overwritten. PO_Currency, PO_Subtotal, PO_VAT and PO_Total are named ranges, so they are easy to link from another workbook.
Fields
Every field, and what it does.
Top to bottom, as they print on the A4 order. Totals calculate.
- PO numberOne sequence for the studio, for example PO-1001, copied into the PO number column of your FF&E schedule.You type
- FromYour studio name, address, phone, email, VAT number and company number. Type them once and save the file as your master copy.You type
- Order detailsPO date, currency, project, room or area, studio contact, the supplier's quote reference and the requested delivery date.You type
- SupplierName, contact, address, email and phone.You type
- Deliver toSite or recipient, address, site contact, and access, booking and delivery hours.You type
- Lines (twelve)Item, finish / specification, supplier ref, qty, unit price, VAT rate, line VAT and line total ex VAT. Headings show the currency code.You type
- TotalsSubtotal, VAT and total, in the order's currency.Calculated
- Supplier to confirm lead timeConfirmed lead time (weeks), estimated dispatch date, confirmed by and date confirmed.You type
- TermsPlaceholder terms, not legal advice: replace them with your studio's own terms of purchase.You type
- SignaturesAuthorised for the studio, and accepted by the supplier.You type
Further readingInterior design purchase order template: what to include, and how to confirm itFF&E procurement in Techstyles
When the spreadsheet stops coping, bring it with you.
Techstyles scores every FF&E line against its install date and raises purchase orders from the schedule. Free for 30 days, no card needed.
