How to Make a Purchase Order in Excel

A purchase order is a commercial document issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services the seller will provide to the buyer. Purchase orders are used to control the purchasing of products and services from external suppliers.

Microsoft Excel is a powerful spreadsheet program that can be used to create a variety of business documents, including purchase orders. Using Excel to create purchase orders can save you time and money, and help you to keep track of your purchases.

In this article, we will show you how to create a purchase order in Excel. We will cover everything from creating a new workbook to adding items to the purchase order, and finally saving and printing the purchase order.

how to make a purchase order in exce

Important points about creating purchase orders in Microsoft Exce

• Create a new workbook
• Enter purchase order information
• Add items to the purchase order
• Calculate the total amount due
• Format the purchase order
• Save the purchase order
• Print the purchase order

Once you have created a purchase order template, you can use it to quickly and easily create new purchase orders as needed.

Create a new workbook

To create a new workbook in Microsoft Excel, click on the “File” tab in the top left corner of the screen. Then, click on “New”. A new blank workbook will open.

Once you have created a new workbook, you can start adding information to the purchase order. The first thing you need to do is enter the purchase order number. The purchase order number is a unique identifier for the purchase order. It is important to use a unique purchase order number for each purchase order you create.

Next, you need to enter the date of the purchase order. The date of the purchase order is the date on which the purchase order was created.

Finally, you need to enter the vendor information. The vendor information includes the vendor’s name, address, and contact information.

Enter purchase order information

Once you have created a new workbook and entered the basic purchase order information, you can start adding items to the purchase order. To add an item to the purchase order, click on the “Insert” tab in the top left corner of the screen. Then, click on “Table”. A new table will be inserted into the workbook.

The table will have four columns: Item, Quantity, Unit Price, and Total. The Item column is where you will enter the name of the item you are purchasing. The Quantity column is where you will enter the quantity of the item you are purchasing. The Unit Price column is where you will enter the unit price of the item. The Total column is where the total price of the item will be calculated.

To enter an item into the table, simply click on the cell in the Item column and start typing. To enter the quantity, click on the cell in the Quantity column and start typing. To enter the unit price, click on the cell in the Unit Price column and start typing. The Total column will be calculated automatically.

You can add as many items to the purchase order as you need. Once you have added all of the items to the purchase order, you can calculate the total amount due. To calculate the total amount due, simply click on the cell in the Total column and press the Enter key. The total amount due will be calculated and displayed in the cell.

Add items to the purchase order

Once you have entered the purchase order information, you can start adding items to the purchase order. To add an item to the purchase order, simply click on the cell in the Item column and start typing. The Item column is the first column in the table. You can enter any type of item into the Item column, such as a product, a service, or a shipping charge.

Once you have entered the item, you can enter the quantity of the item in the Quantity column. The Quantity column is the second column in the table. You can enter any quantity into the Quantity column, such as 1, 2, 3, or 10.

Once you have entered the quantity, you can enter the unit price of the item in the Unit Price column. The Unit Price column is the third column in the table. You can enter any unit price into the Unit Price column, such as $10.00, $20.00, or $30.00.

Once you have entered the unit price, the Total column will be calculated automatically. The Total column is the fourth column in the table. The Total column is calculated by multiplying the Quantity column by the Unit Price column. For example, if you enter a quantity of 2 and a unit price of $10.00, the Total column will be $20.00.

Calculate the total amount due

Once you have added all of the items to the purchase order, you need to calculate the total amount due. The total amount due is the sum of the total prices of all of the items on the purchase order.

• Select the cell in the Total column

  The Total column is the fourth column in the table. Click on the cell in the Total column that is next to the last item on the purchase order.

• Click on the AutoSum button

  The AutoSum button is located in the Editing group on the Home tab. Click on the AutoSum button to insert a SUM function into the cell.

• Press the Enter key

  Press the Enter key to calculate the total amount due. The total amount due will be displayed in the cell.

• Format the cell as currency

  To format the cell as currency, click on the cell and then click on the Currency button in the Number group on the Home tab. The total amount due will be formatted as currency.

The total amount due is now calculated and displayed on the purchase order.

Format the purchase order

Once you have calculated the total amount due, you can format the purchase order to make it look more professional. To format the purchase order, you can use the following steps:

1. Apply a table style
To apply a table style, click on the table and then click on the Table Design tab. In the Table Styles group, click on the style that you want to apply to the table.

2. Adjust the column widths
To adjust the column widths, click on the column header and then drag the border of the column to the desired width.

3. Merge cells
To merge cells, select the cells that you want to merge and then click on the Merge & Center button in the Alignment group on the Home tab.

4. Add a header and footer
To add a header and footer, click on the Insert tab and then click on the Header & Footer button. In the Header & Footer group, click on the header or footer that you want to add. You can then enter the text that you want to appear in the header or footer.

Save the purchase order

Once you have formatted the purchase order, you can save it to your computer. To save the purchase order, click on the File tab and then click on the Save As button. In the Save As dialog box, enter a name for the purchase order and then click on the Save button.

The purchase order will be saved to your computer in the format that you specified. You can now open the purchase order in Excel whenever you need to.

You can also save the purchase order as a PDF file. To save the purchase order as a PDF file, click on the File tab and then click on the Save As button. In the Save As dialog box, select the PDF format from the Save as type drop-down list and then click on the Save button.

The purchase order will be saved to your computer as a PDF file. You can now open the purchase order in a PDF viewer whenever you need to.

Print the purchase order

Once you have saved the purchase order, you can print it. To print the purchase order, click on the File tab and then click on the Print button. In the Print dialog box, select the printer that you want to use and then click on the Print button.

The purchase order will be printed on the printer that you selected. You can now give the purchase order to the vendor.

You can also save the purchase order as a PDF file and then print the PDF file. To save the purchase order as a PDF file, click on the File tab and then click on the Save As button. In the Save As dialog box, select the PDF format from the Save as type drop-down list and then click on the Save button.

Once the purchase order has been saved as a PDF file, you can open the PDF file in a PDF viewer and then print the PDF file.

FAQ

Frequently asked questions about creating purchase orders in Excel

Question 1: How do I create a new purchase order in Excel?
Answer: To create a new purchase order in Excel, open a new workbook and enter the purchase order information, such as the purchase order number, date, and vendor information.

Question 2: How do I add items to a purchase order?
Answer: To add items to a purchase order, insert a table into the workbook and enter the item information, such as the item name, quantity, unit price, and total price.

Question 3: How do I calculate the total amount due on a purchase order?
Answer: To calculate the total amount due on a purchase order, select the cell in the Total column next to the last item on the purchase order and insert a SUM function into the cell.

Question 4: How do I format a purchase order?
Answer: To format a purchase order, apply a table style, adjust the column widths, merge cells, and add a header and footer.

Question 5: How do I save a purchase order?
Answer: To save a purchase order, click on the File tab and then click on the Save As button. Enter a name for the purchase order and then click on the Save button.

Question 6: How do I print a purchase order?
Answer: To print a purchase order, click on the File tab and then click on the Print button. Select the printer that you want to use and then click on the Print button.

These are just a few of the frequently asked questions about creating purchase orders in Excel. If you have any other questions, please consult the Microsoft Excel Help documentation.

Tips

Here are a few tips for creating purchase orders in Excel:

Tip 1: Use a template
You can save time by using a purchase order template. There are many free purchase order templates available online. Once you have downloaded a template, you can customize it to meet your specific needs.

Tip 2: Use the AutoFill feature
The AutoFill feature can save you time when entering data into a purchase order. To use the AutoFill feature, enter the first few characters of the data that you want to fill in and then press the Tab key. Excel will automatically fill in the rest of the data.

Tip 3: Use the SUM function
The SUM function can be used to calculate the total amount due on a purchase order. To use the SUM function, select the cells that contain the prices of the items on the purchase order and then click on the AutoSum button. Excel will automatically insert the SUM function into the cell and calculate the total amount due.

Tip 4: Proofread your purchase order
Before you send a purchase order to a vendor, be sure to proofread it carefully. Check for any errors in the data, such as incorrect quantities or prices. You should also check to make sure that the purchase order is formatted correctly.

By following these tips, you can create purchase orders in Excel quickly and easily.

Conclusion

Creating purchase orders in Excel is a simple and efficient way to manage your purchasing process. By following the steps outlined in this article, you can create purchase orders that are accurate, professional, and easy to track.

Here is a summary of the main points:

• Create a new workbook and enter the purchase order information.
• Add items to the purchase order by inserting a table and entering the item information.
• Calculate the total amount due by inserting a SUM function into the Total column.
• Format the purchase order by applying a table style, adjusting the column widths, merging cells, and adding a header and footer.
• Save the purchase order to your computer.
• Print the purchase order or save it as a PDF file.

By following these steps, you can create purchase orders in Excel that are professional and easy to manage.