Supplier Order Form (English: Purchase Order – PO) là một biểu mẫu được doanh nghiệp lập để đặt mua hàng hóa, dịch vụ từ nhà cung cấp, trong đó ghi rõ các thông tin chi tiết về đơn hàng như: tên hàng, số lượng, đơn giá, điều kiện giao hàng, phương thức thanh toán,…
This article by Bizzi will provide the newest and most accurate templates so you can download excel order forms quickly, completely free.
What is a supplier order form?
Although the order form is simple, it plays a very important role in purchasing and accounting activities, especially for manufacturing, trading, and FMCG companies. Therefore, it is necessary to understand its nature before downloading the excel order form for your needs.
Khái niệm cơ bản về đơn đặt hàng (Purchase Order – PO)
A purchase order can be understood as an important document that helps the buyer clearly state information related to the order, including product name, quantity, price and payment terms.
This document is often used in businesses, commercial and manufacturing organizations to agree on ordering issues, delivery time and place, payment methods and service quality in sales transactions.
Download excel order form is usually sent by buyer to seller with the desire to supply certain item.
The role and significance of orders
Downloading the correct supplier order form plays a role in ensuring the smooth and transparent buying and selling process, and is also an important means of transaction between buyers and sellers. This is the basis for protecting the rights of the parties when disputes arise, such as the buyer refusing to receive the goods/pay or the seller delivering less/late goods; at the same time, it helps the buyer to fully and accurately convey information about the order needs to the seller.
Content required on a standard purchase order
To create a complete and accurate purchase order, the details need to be clearly stated. A standard purchase order usually includes:
- Name of seller and buyer.
- Information about goods: Product name, product code, quantity, unit, unit price, currency, and total amount.
- Delivery time and conditions.
- Payment terms and payment terms.
- Signature Confirmation of the seller and the buyer.
Download popular order form
There are many order forms available for reference and download. Below are some of the most used supplier order forms!
Download order form Word and Excel files
- Order forms in Word and Excel files are most common, making them easy to edit and calculate.
- There are many variations of Word templates such as template number 1, template number 2, template number 3, company order form, principle contract form, or supplier form.
- Excel templates help manage order data efficiently, allowing calculation functions and sales reporting.
- Download order form number 1 here
- Download order form number 2 here
- Download order form number 3 here
- Download Excel order form here
Mẫu đơn đặt hàng song ngữ Anh – Việt và tiếng Anh
- Bilingual orders (available in both Vietnamese and English) are very useful in international transactions, helping both parties easily understand the content and save time.
- You can find and download these templates for your use.
- Download bilingual order form here
Notes when creating or downloading supplier order form
Placing orders requires care to ensure accuracy and avoid errors.
Fill in complete and detailed information about the goods
- Product information such as name, item code, quantity, and unit price must be clear and accurate to avoid confusion, errors, or time wasted in shipping and returns.
- It is necessary to fill in full technical specifications of the goods if any, to ensure that the seller provides the correct requirements.
Specify delivery location and time
- The delivery location must be recorded specifically and in detail, including house number, lane, and alley so that the delivery party can carry out the delivery quickly and effectively.
- Delivery time must also be clearly stated, and both parties can contact each other to arrange a suitable time.
Payment method and time
- Payment method should be clearly stated (cash, bank transfer, payment at an agreed ratio such as 50-50, or cash on delivery/COD).
- Payment terms must be clearly agreed upon to ensure the interests of both parties.
Request for signature and storage
- The order should be made in duplicate.
- Require the supplier to sign a confirmation of receipt of the order request to ensure agreement and benefits for both parties.
- It is necessary to check the order carefully before sending it to the seller to avoid unnecessary errors.
Can a Supplier Order Form replace a Purchase Agreement?
Downloading an excel order form is necessary in the buying and selling process, and is considered a document providing important information. Currently, Vietnamese law does not have specific regulations on order forms. Although the order is an agreement between two parties, according to Clause 1, Article 1 of Circular 39/2015/TT-BTC, the Purchase Order cannot replace the Goods Purchase Contract.
However, the purchase order is still important when the two parties do not sign a sales contract, which serves as the basis for the transaction.
Applying Bizzi technology solutions to intelligently manage business costs
With features such as automatic invoice processing, electronic invoice management, and tight cost management, Bizzi can help businesses control purchase orders (POs) effectively as follows:
Link purchase orders to incoming invoices for tight control of transactions
- PO – invoice – warehouse receipt matching: Bizzi has the ability to automatically compare data between purchase orders (POs), supplier invoices and warehouse receipts, detecting quantity, price or information discrepancies.
- Prevent errors and fraud: Limit the situation where suppliers issue incorrect unit prices, incorrect quantities, or the purchasing department places orders incorrectly.
Automate PO approval and accounting processes
- Automatically extract electronic invoice data from XML/PDF files → automatically compare with the content of the created PO.
- Flexible PO – invoice approval interface: Allows relevant departments (purchasing, accounting, finance) to approve – adjust – note right on the platform.
- Integrate with ERP/internal accounting software to automatically calculate costs from orders, without having to manually re-enter multiple times.
Centrally manage and store all order and invoice data
- Centrally store orders, invoices, delivery notes… on a single platform.
- Quickly search and look up POs by order code, supplier name, order date, payment status...
- Create a complete transaction history for financial audits and inspections.
Track and manage costs per order
- Classify costs by PO: Cost of purchasing raw materials, marketing costs, office costs...
- Support in building total cost reports, analyzing by supplier and using department, helping to control budget effectively.
- Warning of spending exceeding the threshold or not for the approved purpose.
Increase transparency – compliance – standardize purchasing processes
- Standardize the entire PO lifecycle from order creation → approval → delivery → invoice issuance → payment.
- Help businesses comply with regulations on electronic invoices, accounting and financial risk management.
Conclude
Above is all the information related to the supplier order form and the free download of the excel and word order form. If your business is looking for technology software to support operating cost management, please contact Bizzi immediately to receive a consultation schedule and experience the solutions:
- Link to register for a trial of Bizzi products: https://bizzi.vn/dang-ky-dung-thu/
- Schedule a demo: https://bizzi.vn/dat-lich-demo/