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Purchase Order Generator and Tracker

4.53 (15 reviews)

Professionally designed Purchase Order Template in Excel. Export to PDF, Ready-to-print. Save time with product/service database. Record your past orders.


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Purchase Order (PO) is a common type of form used between trading companies in daily business life cycle. This is generally prepared by the companies who want to purchase specific items from the provider. When the seller accepts the purchase order, it becomes a binding agreement between two parties. Using Purchase Order Template will make this process faster and easier.

There are certain elements in a formal PO Template such as PO number, item description, units, prices, terms, date and so on. Most companies use Excel spreadsheets to prepare purchase orders. But most of the time these are non-standard, missing crucial info and lacking sleek design which does not tally with the company brand image. Besides, inputting info every time from scratch is quite time-consuming.


Why would I need this Purchase Order Template instead of simple ones?

If you are using simple spreadsheet templates to prepare purchase order forms frequently, this tool may be a perfect fit for the following reasons:

  • Professional and Well-Structured: A nice looking and neat purchase order improves your company image. It also includes all the necessary elements so that you don’t forget anything.
  • Save time preparing new POs: This tool has a separate database section for your products / services which lets you to “select” instead of making inputs every time. You just keep your database section updated and prepare new POs in 30 seconds!
  • Record your past orders: Do you ever wonder what was the item you requested from XYZ supplier? Instead of browsing through several documents, they are just recorded in this template. You can later on make analysis and create reports with this data.

This template has many more handy features such as easy Export to PDF, Show / Hide discounts with a button, assigning and recording responsible person who created the PO and so on. All these features are super easy to use and come with on-sheet instructions.


Basically, PO Template consists of 3 main sections:

  1. Purchase Order Generator
  2. Product / Service Database
  3. Order Records & Tracking

The flow is: Input the products/services you frequently order in the database > Create your POs in the generator section > Analyse your past POs in the Tracking section.




Create PDF: This creates a temporary PDF as you see your PO Template in Excel. It makes some controls before creating the PDF like checking unique ID, Date, total amount and so on. When you create PDF, don’t forget to save it to the relevant folder on your computer.

Record PO Data: This sends the purchase order data to Tracking section so that you can analyse what / when / how did you create POs for certain providers.

Add/Delete Rows: This button adds new rows or deletes the existing ones in the invoice.

Hide Discounts: Discount field is optional and sometimes you may want to hide it if there is no discount on item level. So, this button switches Discount column.

Reset Form: This button deletes all the existing information on the PO Template, refreshes formulas and makes it ready for a new PO. Use with caution.


Company Logo: This is a dummy logo. You can easily replace this one with your own.

Order No: Order No is quite necessary for recording the POs into Tracking Section. In order to be able to distinguish the separate POs from each other, you should use Unique Order Number on each purchase order you create. You can either write Order No manually at the top section into the form OR click the “Auto Generate” button to create a new ID quickly (you can also change prefix)

Responsible Person: Responsible Person will be recorded to tracking section to be able to follow who created the PO later on. You can add/remove people list at Dashboard section.

Products / Services Section: You can select your Product/Service items from the drop-downs when you click on the first row under Description. All relevant info will appear automatically according to the data you input into Database section. You can change the Amount values specific to the current PO (don’t worry about formulas as they will be recreated when you Reset Form). You can define the Currency you would like to use at the Dashboard.

Instructions: You can show / hide instructions from the switcher at the top right section.

Show / Hide Total Discount Selector: You can Show or Hide Total Discount with this selector. PO Template will automatically calculate the amount of Discount you input here.

Show / Hide VAT Selector:  You can Show or Hide VAT here with this selector shown below. PO Template will automatically calculate also the amount of VAT you input and add the total amount.


Order Notes & Instructions: This is a free text field in which you can write down the additional notes you want to deliver to the supplier.


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Description & Info: Description column is being used in the drop-downs at the PO Template (as shown in the image below) In the Info column you can put any data for each item. If you put web links here, they will appear as clickable links in the PDF generated.

Item # – Unit – Unit Price – Currency: These info will appear automatically in your quotation when you select the relevant item while preparing your Purchase Order as shown below. A great time saver!

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Unit and Currency is defined at Dashboard in order to ensure data consistency throughout your workbook.


By adding your supplier in the database section, creating a new quote will be easier and takes less time. You can select your supplier name from the dropdown button in the Supplier Info section.



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All these information comes from PO Generator section. Every time you create a new POs and click record button, the tool inform that you recorded the PO data to tracking section as shown below:


This is really useful if you want to keep track of your POs, responsible person who created the PO, items you requested and so on.


  • PO Template to create professional Purchase Orders
  • Works both on Mac and Windows
  • No installation needed. Ready to use.
  • User friendly and sleek design
  • Export to PDF feature
  • Full Print Ready
  • White Label
  • Database section for faster PO preparation
  • Tracking section for order records
  • On Sheet Instructions
  • Compatible with Excel 2007 and later versions

This excel template is ready-to-use and provided as is. If you need customization on your reports or in need of more complex templates, please refer to our custom services.



Watch the video below to see the template in action! Presentantation also includes usage notes, explanations and tips & tricks about the template.



15 reviews for Purchase Order Generator and Tracker

  1. Trevor Pilgrim

    I purchased your Purchase Order Template a while ago. I am not sure what has gone wrong but now the automatic PO number generator button does not work.The cell come up with #REF!. What should I do to fix this issue? Can someone help me about it?

    • Someka

      Hi Travis,
      First of all, thanks a lot for your interest!
      The reason for getting “#REF!” error messages is corruption in the functionality of that cell. Did you try to enter your own code from the “Order No:” cell on the invoice?
      As we also mentioned on instruction notes inside the template, you should try to change it from the “Automatic ID Prefix:” box on the right side of the invoice. Thus, you will not see any error messages and change the code prefix successfully.
      Our development team will also contact you regarding the issue you are having in case you can not figure it out. Hope that helps!

  2. Syed

    Hi, I need your help. I am using the template for a while but when I am trying to create the PDF is giving me the error. I can also send an email to show you the error message I am getting in my screen.

    • Someka

      Hi Syed, our customer support team will return back to you asap regarding your issue! Can we ask you that are you using Windows or Mac? Regards,

    • Syed

      Hi Someka, I am using this template on my Mac. Could this issue be related to this?

    • Someka

      Hi again Syed,
      This issue is probably related to that. But, we also have another solution to create a PDF for your quotation on Mac. Once the quotation page is open, just click the File tab, Click Save as, select PDF for a file type. It’s done!

  3. Naveed

    Did you add standards terms and conditions in it?

    • Someka

      Hello Naveed,

      At this moment, Purchase Order Generator does not have a section to prepare standards terms and conditions for your company. But we’ve just passed along this feedback to our development team and they will add this idea to their roadmap. If you have more feedback like this, just let us know.

      Thank you so much!

  4. Tony Woods

    The template I purchased did not have all the features I was expecting (my expectations were high). As this was a low value purchase I thought I would be lucky to receive a reply to my mail. Not only did I receive a reply by return but the day after I was sent an updated template with all my “wish list” included, further I was offerd a full re-fund if still not happy. What can I say? this IS EXCELLENT CUSTOMER SERVIVE AND SUPPORT well done Ezgi your help and understanding it is much appreciated and another satisified customer here in the UK.

    • Someka

      Hi Tony,

      First of all, thanks a lot for your time to spend writing a review!
      Customer satisfaction has always been our first priority. We are grateful to hear such a great feedback like this!
      If you have further questions please always feel free to contact with us.

  5. Masoud Al Marhoubi

    Hello Someka Team,
    Am planning to purchase the purchase generator tool but I have few points which I think it will add value to the business owner.
    1- Adding on dashboard invoice generator linked to purchase order which will help the business owner track all his payments under one tracking sheet
    2- Payment due date, this feature will help the business owner to follow up with all customers regarding his payments plus it will help him plan well ahead for any new projects based on cashflow
    3- This third feature is very important, supplier or customer evaluation matrices, which will show the owner, which supplier to avoid doing business with in terms of late overdue payment, number of purchase orders raised with one supplier or customer which will help the owner to decide were to focus more in terms of business flow.
    4- To link this purchase tracker with charts and graphs dashboard as many people like visual more then reading which also helps with quick decision making. Thank you

    • Someka

      Hi Masoud, thanks for taking your time to write your feedbacks about the Purchase Order Generator.
      We will consider all your beneficial feedbacks. Our developers will contact you via e-mail for discuss about custom solution for your case.

  6. Song

    Purchase Order Generator & Tracker
    a wonderful excel template with a friendly fully support .

  7. Vipin

    Customer Information should also have drop down facility to select the customer out of the multiple list.

    • Someka

      That’s a good idea! Thanks for the feedback.
      Actually, we did not want to increase the complexity and limited the selection feature only for products / services. But, we can add a separate “Customers Section” to let the users select from.

  8. Aaron K

    Its a great template! I just wish there were more than 9 lines for bigger PO’s, and if the template would keep extending as more items were added.
    Would this be possible? Even to possibly make it two pages to accommodate things like that?

    • Someka

      Hello Aaron,

      We are planning to add this feature on Purchase Order Generator in near future and will send the updated version to our current users for free!

  9. jassy_3

    I have been using this template for over a year now. helpful document.

  10. Ravi Gupta

    looks good but i cant make modification, i wanna set my own color on it. not flexible. How can I change colors?!

  11. Chris p.

    Our providers ask us to prepare seperate invoice for each order. it means a lot of work but this template keep us from overtime!

  12. tammysharm

    Having this template has made my life so much easier.
    First and foremost, this template has its own product database I do not need to have any other excel sheet to use this template. It would be perfect if it has customer database too.
    Second, I record POs directly into this template – no need to host them on separatedatabase.
    Third, there are several unit options which I can customize and choose for the product I input.
    Fourth, export PDF option is awesome. No glitches at all. And it’s super easy to use.
    Well done guys.

    • Someka

      Hello Tammy, first of all we appreciated such a great feedback like this and really thank you for taking your time to share your experiences for our other users. Customer database is a feature we have already decided to add to Purchase Order Generator and will definitely send the updated version as soon as it is published. Please let us know if you have more ideas like this. We would love to hear from you!

  13. trisha mae

    Customer service was and is amazing!

  14. eddy tyler

    preparing first document isn’t the easiest. But overall is good.

  15. Mike Lynch

    The template looks excellent it’s possible to change the heading/title, and make any further changes! Thx!!!!

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