Free Purchase Order Template for Excel (.xlsx)

Editing the spreadsheet: which cells are formulas

The workbook has live formulas in three places. Everything else is a cell you simply type in.

• Line totals — cells F13:F32. Each row's Amount is a formula. Type into the item fields; leave column F alone.
• Subtotal — cell F34. It's =SUM(F13:F32), the whole item table. It updates as rows fill in.
• Total — cell F36. Subtotal plus tax.
• Tax (enter amount) — cell F35 — is not a formula. It's a blank cell for an amount you determine for the order. The workbook does not calculate tax or apply a tax rate.

To add item rows: click inside the item table in rows 13–32, right-click, then choose Insert › Table Rows Below. Keep each item inside the table; items typed below row 32 sit outside the SUM(F13:F32) range. Check the subtotal after changing the table before sharing the order.

To remove item rows: right-click inside the table row and choose Delete › Table Rows. The workbook’s Editing notes sheet documents these table commands; avoid deleting worksheet rows or typing new items below the table.

The header rows are frozen, so the column titles stay visible while you scroll, and the print area is set so a filled order prints on one US Letter page. The blanket version has the same formulas; its labels include a validity window and a release number rather than Required By and Reference (see the main template page for broader format guidance).

Keep an untouched copy of the downloaded workbook before changing rows or labels. After editing, compare the visible line amounts with the subtotal and final total, then save the working .xlsx separately from the fixed-layout copy you send. This leaves a reusable source file without overwriting the completed order.

What goes where in the workbook

The spreadsheet follows the standard purchase order layout, top to bottom: the PO number and dates sit at the top, followed by four address blocks — From (Buyer), Vendor, Ship To and Bill To. The item table header is on row 12; item data starts on row 13 and includes Item, Description, SKU/Reference, Quantity, Unit Price and Amount. Totals sit below the item table, followed by Terms and Authorised by.

What to actually write in each of those boxes — and what goes wrong when they're left vague — is covered field by field on the main purchase order template page.

The buyer and vendor blocks run in the opposite direction from an invoice: the buyer issues the order to the vendor. Ship To identifies where the goods or work go, while Bill To identifies the address used for the buyer’s billing record. Keeping both blocks avoids forcing one address to serve two different purposes.

Use one line per item or service and keep the description readable without relying on the SKU alone. Quantity and unit price feed the amount formula; the SKU or reference helps the buyer and vendor match the line to their own catalog or agreement.