Purchase Order Template for Excel
Purchase order template for Excel
This is the same purchase order as our Word and PDF versions, delivered instead as a native Excel workbook (.xlsx). That distinction matters if you track orders in spreadsheets rather than documents: the PO number, quantities and unit prices already sit in individual cells, so you can sort, filter, copy rows into a master order log, or build your own running totals without retyping anything by hand.
The workbook opens to a single sheet holding the buyer and vendor details, a Line Items table (Item / Description / Qty / Unit Price / Total), payment and delivery terms, and a signature block — the same field set as the Word version, just laid out in rows and columns instead of paragraphs. Every cell you’re meant to fill in carries a bracketed placeholder, such as [PO-0001] or [Vendor Name], so nothing is ambiguous about what goes where.
Because it’s a real .xlsx file rather than a table embedded in a document, it behaves like any spreadsheet you already use day to day: click a cell to edit it, drag to select a range, use Ctrl+C/Ctrl+V to duplicate a row, or freeze the header row so it stays visible as your order list grows. That flexibility is the whole point of choosing the Excel version over Word — you’re working directly in a grid built for numbers, not fighting a table trapped inside a word processor.
Using this template as a live spreadsheet
Opening the file. Double-click the .xlsx to open it in Microsoft Excel, desktop or Microsoft 365. No Excel license? Upload it to Google Drive and open it with Google Sheets — it reads .xlsx natively and converts it to an editable Sheets file without losing the column layout. Apple Numbers on a Mac also imports .xlsx directly through File > Open.
Filling in the fields. Work down the Parties section first — PO number, date, buyer and vendor details — then move into the Line Items table. Overwrite each bracketed placeholder cell with your real value; because every field lives in its own cell, pressing Tab or Enter moves you cleanly to the next one without disturbing formatting anywhere else on the sheet.
Turning Total into a live formula. The Qty and Unit Price columns hold
plain numbers in adjacent cells, which is exactly what a spreadsheet
formula needs. Click into a Total cell, type =, click the Qty cell for
that row, type *, then click the Unit Price cell, and press Enter — Excel
or Sheets calculates it for you. Copy that formula down the column and
every line item’s total updates automatically the moment you change a
quantity or price, instead of you recalculating by hand.
Adding or removing line items. Right-click a row number inside the table and choose Insert to add a new line item, or Delete to remove one — the table’s borders and column widths carry over to the new row. If you’ve already turned Total into a formula in the rows above, copy that formula into the new row too so it keeps updating live.
Keeping it CSV-friendly. If you need to import this order into accounting or inventory software, use File > Save As > CSV in Excel or File > Download > Comma Separated Values in Sheets. Since every field already sits in its own cell with no merged cells or embedded objects, the export stays clean, with one column per field and nothing to reformat on the other end.
Once your fields are filled in and any formulas are added, save the workbook as your reusable master copy, then export a PDF version — File > Save As > PDF, or simply download the matching PDF version of this template directly from this page — any time you need a locked, print-ready copy to send to a vendor.
FAQ
Does this purchase order template work in Google Sheets?
Yes. Upload the .xlsx file to Google Drive and choose "Open with Google Sheets," or drag it directly into a Drive folder. Sheets converts the file automatically and keeps every column, header and cell value intact — you can edit and save it as a native Sheets file or re-export it back to .xlsx at any time.
Can I add more line items than the template starts with?
Yes. Right-click any row number inside the Line Items table and choose Insert to add a new row, or Delete to remove one — the surrounding borders and column widths carry over automatically, so the table stays aligned no matter how many items you add.
Does the Total column calculate automatically, or do I type the numbers myself?
The template ships with example numbers already filled in, but Qty and Unit Price sit in their own numeric cells, so you can replace any Total cell with a formula like =C2*D2 and Excel or Sheets will calculate and update it automatically whenever you change the quantity or price.
Can I open this template in Apple Numbers instead of Excel?
Yes. Numbers imports .xlsx files directly — open Numbers, choose File > Open, and select the downloaded file. It keeps the column layout and cell values, though it's worth double-checking currency formatting after import since Numbers occasionally reinterprets it.
Can I convert this purchase order into a CSV file?
Yes. Because every field lives in its own cell with no merged cells or embedded formatting, File > Save As > CSV in Excel (or File > Download > Comma Separated Values in Sheets) exports cleanly — handy if you need to import the order into accounting or inventory software.