Excel order form template This is suitable when businesses need to create Purchase Orders (POs), calculate order values, and track delivery status all in one file. For printing, signing, or sending confirmation to suppliers, additional Word templates can be used.
The 2026 template set below is designed for practical use: the Excel file includes formulas, purchase order status, and a tracking table; the Word file includes confirmation from the buyer and supplier. These templates are purchasing management forms, not mandatory accounting forms issued by government agencies.
1. Download order form templates in Excel and Word 2026.
1.1. Excel order form template with formulas
The workbook includes PO Form, PO Tracker and Instruct. The file automatically calculates the total cost, VAT, and total payment; it includes fields for Revision, reference contract, delivery date, and order status.
- Suitable for companies that purchase goods from suppliers.
- There are dropdowns showing the status of the purchase order (PO), goods received, invoice, and payment.
- There is a supplier confirmation section on the PO Form.
1.2. Order form template (Word file)
The Word template is concise, fitting on a single page, and includes information about the buyer, supplier, details of goods or services, delivery terms, payment terms, and confirmation from both parties.
- Easy to edit and print.
- There are cases of reference agreements.
- Suitable for sending purchase orders (POs) in text format.
1.3. English-Vietnamese Order Form
This is suitable when businesses work with overseas suppliers or require purchase orders (POs) with English terminology. It's advisable to review delivery terms, currency, taxes, and trade terms based on the actual transaction.
| Demand | Suitable model | Suggested uses |
|---|---|---|
| Create a purchase order and calculate the total amount yourself. | Excel 2026 | Use PO Forms; track multiple POs in PO Tracker. |
| Print or send to the supplier for signature/confirmation. | Word 2026 | Fill in the approved information and save it with your purchase records. |
| PO according to the framework agreement | Excel or Word + Reference Contract | Record the framework contract number and the specific terms and conditions of the order. |
| The purchase order requires confirmation from the supplier. | Word or Excel 2026 | Use the Supplier Confirmation area and agree on a confirmation method with your partner. |
| Foreign supplier | English-Vietnamese bilingual | Verify the currency type, delivery terms, and contract terminology before issuance. |
2. What information should a standard order form include?
Purchase orders (POs) don't need to have the same layout in every business. However, for purchasing, warehousing, and accounting departments to use the same data, the template should include sufficient information to identify the order, supplier, goods or services, delivery terms, and approval.
| Information Group | School suggestions | Purpose of control |
|---|---|---|
| Identifying POs | Purchase Order Number, Purchase Order Date, Revision, Status. | Access the correct version and avoid mistakenly using a replaced purchase order (PO). |
| Buyer | Business name, tax identification number, address, contact person. | Identify the issuing entity and the point of contact for processing. |
| Supplier | Supplier name, tax code, address, contact person. | Ensure the purchase order (PO) is sent to the correct recipient. |
| Reference contract | Contract number/preliminary contract, quotation, or related agreement. | Link the purchase order (PO) to the terms and conditions of the transaction. |
| Goods/services | Product code, name, specifications, unit of measurement, quantity, unit price, discount. | Reduce discrepancies in delivery and invoice reconciliation. |
| Taxes and value | Price before tax, VAT, other fees, total payment. | Verify the committed purchase value and compare it with the data later. |
| Delivery | Delivery date, location, delivery conditions, packaging/technical requirements, if any. | To be used as a basis for verifying receipt. |
| Pay | Payment terms, currency type, and required documentation. | Agree on the payment terms and basis. |
| Approval/Confirmation | The proposer, buyer, approver, and supplier confirmer, if applicable. | Distinguish between the person who creates, approves, and accepts the order. |
If you need to learn more about the role, types of POs, and nature of Purchase Orders, please refer to the article. What is a Purchase Order (PO)?.
3. How to fill out an order form in Excel 2026
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Fill in the buyer and supplier information.
Replace all illustrative data in the PO Form with actual information. Pay particular attention to the legal name, tax identification number, address, and contact person of the supplier.
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Assign Purchase Orders and Manage Revisions
A consistent numbering system should be used, for example.
PO-2026-001. When changing content after the PO has been submitted, increment Revision instead of overwriting, which does not save the history. -
Enter each item or service individually.
Fill in the product code, name, specifications, unit of measurement, quantity, unit price, discount, and VAT according to the actual transaction. The Excel file will calculate the pre-tax price and the total value for each item.
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Check delivery and payment
Fill in the expected delivery date, delivery location, delivery conditions, currency type, and payment terms. For purchase orders under a framework agreement, enter the contract number in the "Reference Agreement" field.
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Approve before submitting to the supplier.
Verify the proposer, department, buyer, and approver. Only send the purchase order after the purchase conditions have been approved according to internal procedures.
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Update the status on PO Tracker.
After issuing the order, track the status of the purchase order, receiving goods, invoices, and payments to know which orders are pending delivery, have discrepancies, or are completed.
4. What are the differences between a Purchase Order (PO), a Prepaid Item (PR), a Sales Order, a Warehouse Receipt, and an Invoice?
Many errors in the purchasing process stem from using a single form for multiple purposes. The purchase order (PO) is just one link in the chain of purchasing documents.
| Document | Who created/published it? | Main purpose | Position in the process |
|---|---|---|---|
| PR – Purchase Requisition | The department that needs to purchase | Proposal and request for approval of purchase needs. | Before PO. |
| PO – Purchase Order | Buyer | Place orders with suppliers under specific conditions. | After the purchase request is approved. |
| SO – Sales Order | Seller | Record/process sales orders on the supplier's side. | After the seller receives the order. |
| GR/GRN – Goods Receipt/Receipt | Warehouse or receiving department | Confirm the actual quantity received. | When receiving and delivering goods. |
| Invoice | Supplier | Record invoice transactions according to regulations and actual transactions. | Following/simultaneously with the prescribed operational milestones. |
| Contract | The parties | Agreement on rights, obligations, and terms of transaction. | This could serve as a framework prior to specific purchase orders (POs). |
In the Procure-to-Pay process, Bizzi is describing the data flow in a sequence. PR → PO → GR → Invoice → Payment. See more Purchasing process flowchart and the article What is a warehouse receipt?.
5. Can a purchase order replace a sales contract?
A single, absolute answer should not be applied to every transaction. A purchase order (PO) is not necessarily equivalent to a standalone sales contract. The binding value of a PO depends on its content, how the supplier accepts it, the related agreement or contract, and the formal requirements of the specific transaction.
Article 24 of the 2005 Commercial Law stipulates that a contract for the sale of goods may be expressed orally, in writing, or established by specific actions; in cases where the law requires a written form, that requirement must be complied with. The 2015 Civil Code also regulates the offer to conclude and acceptance of an offer to conclude a contract.
5.1. Why is Circular 39/2015/TT-BTC not used as the basis for this issue?
Circular 39/2015/TT-BTC stipulates regarding Customs value for exported and imported goods. Therefore, this document is not a general basis for concluding whether or not a Purchase Order can replace a sales contract in all transactions.
5.2. Is there a “sample order form according to Circular 99”?
The PO file in the article should not be labeled as "template according to Circular 99". Circular 99/2025/TT-BTC is effective from January 1, 2026 and provides guidance on the accounting regime for enterprises; the template in the article is... Purchasing management form Because businesses can customize their processes and transactions to suit their specific needs.
6. How should a purchase order (PO) template be used in a framework agreement?
Once a preliminary agreement has been reached, a purchase order (PO) is typically used to specify each purchase: item, quantity, unit price, delivery time, and specific conditions of the order.
| Content | Preliminary Agreement | Purchase Orders in batches |
|---|---|---|
| Principles of cooperation | Framework clauses, responsibilities, and dispute resolution. | Refer to the contract number; there's no need to copy the entire document. |
| Goods/services | A group or general scope can be defined. | Specify the item, item code, and specifications. |
| Quantity | The exact number of each phase may not yet be determined. | Record the actual quantity to be ordered. |
| Unit price | A price list/price determination mechanism can be established. | Record the price applicable to this order. |
| Delivery | General principles. | Specific date and location. |
Bizzi has a dedicated page for this intent: Download the sample order form for a framework agreement..
7. Where does the purchase order fit into the purchasing process?
A purchase order (PO) is most effective when linked to the preceding and following documents. In a business purchasing process, a PO typically sits between the approved purchase request and the goods receiving step.
In the pre-payment control step, businesses can compare the purchase order (PO) with the delivery receipt and invoice. See the article for details. What is 3-way matching?.
8. Checklist before sending the purchase order to the supplier.
- The Purchase Order (PO) and Revision numbers comply with internal regulations.
- The supplier and tax identification number have been selected correctly.
- The product code, product name, and specifications should be sufficient for the supplier to accurately understand the requirements.
- Quantity, unit of measurement, and unit price match the approved quotation/agreement.
- The tax rate is determined based on the actual transaction, not mechanically copied from the old purchase order.
- The currency and total value have been double-checked.
- The delivery date and address are clearly stated.
- Payment terms and required documents have been agreed upon.
- The reference contract number is correct if the PO is issued under a framework agreement.
- The authorized person must approve it before the purchase order is sent.
9. Common mistakes when creating purchase orders
| Error | Risk | Control methods |
|---|---|---|
| No Revision Management | The supplier and the internal team use two different versions of the purchase order (PO). | Mount Revision and save the version history. |
| The product description is too general. | Incorrect delivery or difficulty in determining which party is at fault. | Record the product code, specification, and reference document where necessary. |
| No delivery date/location specified. | It's difficult to track delayed deliveries and manage inventory. | Specify the delivery date, address, and recipient. |
| Purchase Order (PO) and quotation differ from unit price. | Subsequent invoices are likely to be inconsistent with the purchase order. | Verify the price before approving and save the reference source. |
| Do not update the status after sending. | It's unclear whether the purchase order has been confirmed by the supplier or if a portion has already been delivered. | Track the status using the PO Tracker or the purchasing system. |
| Use the Purchase Order (PO) as a standalone form, not linked to the Gross Order (GR) or Invoice. | Accountants must manually reconcile payments. | Use the same Purchase Order Number throughout all related documents. |
If a separate document is needed for the supplier to respond confirming the order, please refer to the following: Order confirmation letter templates.
10. When is Excel no longer sufficient for managing orders?
Excel is suitable when the number of purchase orders (POs) is small, the number of people handling them is limited, and the business can control versions with a simple process. Bottlenecks often arise when a single PO is involved in multiple deliveries, multiple invoices, or multiple departments updating the status simultaneously.
| Element | Excel is suitable when | The system should be considered when |
|---|---|---|
| Number of POs | Fewer purchase orders, fewer people to handle them. | Multiple purchase orders and multiple suppliers. |
| Approve | The browsing flow is short and easy to manage. | Multiple approval levels or multiple exceptions. |
| Receive | A purchase order (PO) is usually delivered once. | A purchase order (PO) is delivered in multiple shipments or to multiple warehouses. |
| Bill | Manual comparison is possible. | One purchase order (PO) can be associated with multiple invoices, or vice versa. |
| Control | The difference is small. | It is necessary to detect discrepancies in quantity, unit price, and documentation before payment. |
11. How does Bizzi assist with matching Purchase Order (PO) – Gross Receipt (GR) – Invoice?
This Excel template helps businesses standardize purchase order (PO) data. As the number of transactions increases, the next challenge is linking POs with actual received goods and supplier invoices before payment.
According to the feature set that Bizzi is announcing, the invoice processing solution supports... Three-way reconciliation between Invoice – Purchase Order – Retail Price, handles relationships between one or more purchase orders (POs), invoices, and delivery notes; detects discrepancies; automatically retrieves PO numbers from invoices, emails, or files and integrates data with ERP/accounting software.
When Excel Purchase Order (PO) starts generating many exceptions.
Businesses can continue using Excel templates to standardize input; when reconciling purchase orders with received goods and invoices is time-consuming, they can evaluate automation solutions in the pre-payment control step.
12. Frequently Asked Questions about Excel Order Forms and Purchase Orders (PO)
What is an Excel order form template used for?
The Excel file helps the buyer create purchase orders (POs), calculate order values, and track status after issuance. With the workbook in this article, businesses can use PO Form to create individual orders and PO Tracker to manage multiple orders.
Who created the purchase order?
In a typical purchasing process, a Purchase Order is created by the buyer and sent to the supplier after the purchase request has been approved according to the company's procedures.
Is it mandatory for the supplier to sign a purchase order (PO)?
A single signature requirement should not be applied to all transactions. Businesses need to base their requirements on internal procedures, supplier agreements, relevant contracts, and the order acceptance method being used. The template in this article includes a Supplier Confirmation section for when needed.
Can the Purchase Order (PO) amend the sales contract?
A purchase order (PO) does not automatically replace a contract in all cases. Its binding value depends on the content of the PO, how the recipient accepts it, the related agreement/contract, and the formal requirements of the specific transaction.
Is there a sample order form according to Circular 99?
The purchase order (PO) file in this article should not be referred to as a template according to Circular 99. Circular 99/2025/TT-BTC guides the accounting regime for enterprises and is effective from January 1, 2026; the PO in this article is a purchasing management template that businesses can customize according to their needs.
What is the difference between a purchase order (PO) and a purchase requisition (SPM)?
A Purchase Request (PR) is prepared to request internal approval for purchasing needs. A Purchase Order (PO) is then issued by the buyer to place an order with the supplier according to the approved terms and conditions.
What should be included in a purchase order (PO) form for a preliminary contract?
The reference contract number, goods/services, quantity, applicable price, delivery schedule, and specific conditions of the order should be recorded. The framework terms already included in the principal contract do not necessarily need to be copied in full unless otherwise requested by both parties.
What is the English translation of "Purchase Order"?
A Purchase Order, abbreviated as PO, is a purchase order issued by the buyer to the supplier. In international transactions, the form usually includes additional terms and conditions such as currency, delivery terms, payment terms, and other trade terms relevant to the transaction.
