Excel purchase order template auto numbering
Excel purchase order template auto numbering
This article provides details of Excel purchase order template auto numbering that you can download now.
Microsoft Excel software under a Windows environment is required to use this template
These Excel purchase order template auto numbering work on all versions of Excel since 2007.
Examples of a ready-to-use spreadsheet: Download this table in Excel (.xls) format, and complete it with your specific information.
To be able to use these models correctly, you must first activate the macros at startup.
The file to download presents three Excel purchase order template auto numbering
- Tow advanced Excel purchase order template auto numbering
- Excel Purchase Order & Supplier Payments Template
This template enables users to create automated purchase orders, payment remittances & supplier account statements based on the business details, supplier information and purchase order & supplier invoice details that are recorded on the appropriate sheets. The template also facilitates creating automated reports including a 12 month purchase history review, age analysis for individual or all supplier accounts, supplier account balances and a supplier payment forecast. The template can be used for both stock based and service based suppliers.
The purchase order, also called PO, is a commercial document established between the seller (or supplier) and the customer. It allows to draw the contours of a sale and to engage both parties.
But if it is not mandatory, writing an order form involves respecting a number of criteria and making specific statements.
What is the role of a purchase order?
Definition of a purchase order
The purchase order is a commercial document issued by the seller, listing all the details of an order. It materializes the intention to purchase.
However, the production of a purchase order is not mandatory. A sale can be concluded orally, if the two parties agree on the price and the nature of the transaction.
However, as soon as the client affixes his signature on the BDC, a commitment is concluded. In other words, the order form becomes a contract generating obligations for both parties:
the seller or supplier must fulfill his order and deliver the goods according to the terms of the contract;
the buyer has an obligation to settle it.
- As a general rule, the order form is not involved in online commerce.
Purchase order and invoice
Despite the legal value of the order form, it does not replace the invoice. And this for many reasons :
the invoice is mandatory in many situations, which is not the case with the purchase order;
the PO, unlike the invoice, does not constitute an accounting document;
invoicing occurs later in the sales process, particularly at the time of delivery of the goods.
Order form and quote
The purchase order also differs from the quote:
the quote is mainly used to present the offer and prices. This is a business proposition, which takes place while the customer is still in its thinking phase, needs to compare;
the use of the quote is rather associated with the sale of services and benefits (works for example), the order form to the trade of goods and goods.
Benefits of a purchase order
While it is not required, many businesses and self-employed people choose to establish purchase orders.
- They make it possible to contract and define all of the sales frameworks (the price, but also a number of additional parameters such as the delivery conditions).
- Once all the information has been recorded and the BDC signed by the client, it constitutes a formal agreement in order to guard against any subsequent disputes.
- The purchase order accompanies the company or the auto-entrepreneur in the control of its treasury, since it facilitates the anticipation of the incoming receipts before payment of the invoice.
Report all the mandatory information
Here is the set of mandatory information to be included on your order form:
the purchase order number,
- the date of issue of the order form,
- the number of the original quote if applicable,
- a space provided for the client's signature, which will be preceded by the words “read and approved” or “good for agreement”,
- a space provided for your signature, strongly recommended.
Information about your company:
- the social form of your company (SARL, SAS, etc.),
- your name or your company name,
- the address of your head office,
- your SIRET or SIREN number,
- the amount of your share capital for SARLs and joint stock companies,
- VAT number,
- the mention RCS, as well as the city in which the registry is located where it is registered,
- specify if the company is in the process of liquidation if necessary.
Customer information, in the context of a BtoC sale:
the name of the client,
- the address of his home.
Customer information, in the context of a BtoB sale:
- the company name,
- the address of its head office,
- his VAT number.
Information on the nature of the transaction:
- the description of the products,
- the quantity of products,
- the unit price of HT products (excluding taxes),
- the total amount of the order excluding VAT and VAT (all taxes included),
- the applicable VAT rates,
- the terms of delivery and execution,
- payment terms,
- the mention of the payment of a deposit if applicable,
- the discount rate if applicable,
- the rate of penalties in the event of delay,
- the withdrawal period,
- all legal guarantees.
The GTC: the order form is generally accompanied by the GTC (general conditions of sale). In fact, according to French law, they must be communicated. In addition, you must make sure that they are accepted by the customer. This is why we recommend that you attach them to the PO: the customer can thus sign them, and therefore accept the clauses. You thereby guarantee additional security in the event of disputes.