Template for PO needed

Copper Contributor

Normally I have client's orders that have items sold by several different vendors, so need to make separate PO's for each one.

Can anyone help?

1 Reply


Creating a Purchase Order (PO) template in Excel that can handle orders with items from multiple vendors involves organizing your data effectively and using Excel's features to automate the process. Below is a step-by-step guide to creating a simple PO template that accommodates orders from different vendors:

Step 1: Set Up Your Excel Sheet

Create Headers:

In the first row, create headers for essential information such as "Vendor," "Item," "Quantity," "Unit Price," etc.

Enter Data:

Starting from the second row, enter your order details, including vendor names, item details, quantities, and prices.

Step 2: Use Excel Tables

Convert to Table:

Select your data range (including headers) and press Ctrl + T to convert it to a table.

Format Table:

Design your table with a distinctive style for easy identification.

Step 3: Create a Dropdown List for Vendors

Vendor List:

Create a list of vendor names somewhere in your sheet.

Data Validation:

Use Data Validation to create a dropdown list in the "Vendor" column.

      • Select the "Vendor" column.
      • Go to Data > Data Validation > List and reference your vendor list.

Step 4: Use Formulas

Calculate Total:

In a "Total" column, use a formula to calculate the total cost for each line item (=Quantity * Unit Price).

Step 5: Create a PivotTable

Insert PivotTable:

Highlight your data table and go to Insert > PivotTable.

Drag the "Vendor" field to the Rows area and the "Total" field to the Values area.

Filter by Vendor:

Use the filter in the PivotTable to select a specific vendor.

Step 6: Create Separate POs

Filter Table:

Back in your main data table, use the filter in the "Vendor" column to filter for a specific vendor.

Copy Filtered Data:

Copy the filtered data (excluding headers).

Paste as Values:

Paste the data in a new sheet or location as values (to remove the filter).

Repeat for Each Vendor:

Repeat this process for each vendor, creating a separate PO for each.

Step 7: Print or Save POs

Print or Save:

Print or save each separate sheet as a PDF for sending to the respective vendors.

Additional Tips:

  • Use Excel Macros (VBA):

If you are comfortable with VBA, you can create a macro to automate the process of generating separate POs for each vendor.

  • Consider Database or Cloud Solutions:

For more advanced needs, you might consider using a database or cloud-based procurement solution that can handle multiple vendors and automate the PO creation process.

Remember to customize the template based on your specific needs, and make adjustments as your business requirements evolve. The text and steps were edited with the help of AI.


Additional link: Results for separate PO's for each client


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