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Excel Purchase Order Generator and Tracker

4.62 (29 reviews)

Complete Purchase Order system in Excel with auto-numbering and database features. Record & track your past POs. Ready to print and export to PDF.

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Purchase Order (PO) is a common type of form used between trading companies in the 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 Generator and Tracker 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 “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 the XYZ supplier? Instead of browsing through several documents, they are just recorded in this template. You can, later on, make analyses 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 the 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 the unique ID, Date, total amount, and so on. When you create a PDF, don’t forget to save it to the relevant folder on your computer.

Record PO Data: This sends the purchase order data to the Tracking section so that you can analyze 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 the item level. So, this button switches the 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 important 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 of the form OR click the “Auto Generate” button to create a new ID quickly (you can also change the prefix)

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

Info: You can change the Amount values specific to the current PO (don’t worry about formulas as they will be recreated when you Reset the Form). Also, you can define the currency you would like to use on 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 TAX Selector:  You can Show or Hide TAX here with this selector shown below. PO Template will automatically calculate also the amount of TAX you input and add the total amount.

Show / Hide Shipping Cost: You can Show or Hide Shipping cost with this selector. PO Template will automatically calculate also the amount of Shipping 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.


Someka TextSS4

Description & Info: The 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: This 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!

Someka TextSS5

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.



Someka TextSS6

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


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


  • PO Template to create professional Purchase Orders
  • Database section for faster PO preparation
  • Tracking section for order records
  • User-friendly and sleek design
  • Export to PDF feature
  • White Label
  • Fully customizable and ready to print
  • Informational notes included
  • No installation needed, ready-to-use
  • Works both on Mac and Windows
  • Compatible with Excel 2010 and later versions
  • Includes VBA codes or macros

Purchase Order Generator and Tracker is a ready-to-use Excel Template and provided as-is. If you need customization on your reports or need more complex templates, please refer to our custom services.



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



29 reviews for Excel Purchase Order Generator and Tracker

  1. Rodney

    How can I change currency?

    • Someka

      Hi Rodney,

      Changing currency is possible.
      Under the dashboard sheet, you will see the “currency” cell on the right side of the table.
      You can define the currency you would like to use on the Dashboard.

      Please see the image below.


      Hope this helps!

    • Rodney

      Thank you, Please help with removing your logo just dashboard sheet for my presentation, others are ok.

    • Someka

      Hello Rodney,

      Of course!
      You can remove the logo or replace it with your own logo for each sheet. For Free Versions, you are not allowed to remove the logo or alter any copyrighted material in the template.
      You can do it in the full version. Please check how to do that in this link.


      Hope this helps!

  2. Rayen

    vat show/hide option and discount calculation is great. it provides flexibility for us. really thank you!

  3. Ravi Gupta

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

  4. Jesse Boisseau

    Hello, I purchased the Purchase Order Generator multi user package.

    Can the products in the “Product database” be linked to specific suppliers in the Supplier Database? Currently if I select a supplier, all products from all suppliers appear. As I add more suppliers and products, eventually there will be too many products to choose from to be efficient. Is there a way to populate only the products for the specific supplier I am generating the PO for?


    • Someka

      Hello there,

      In our Purchase Order template, we have created a database for Product/Service and Supplier Database separately. But, you can not assign any of the products that you created for the quote to the specific supplier via existing template. So, the template just allows recording the quotes that you created so far to the Orders & Recording Section. Which means, with our existing template you can not save specific quotes to a specific supplier.

      You can have a look at our customization process , if you want to have personalized Purchase Order template for your needs.

      Hope our explanation helps you!

  5. 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!

  6. Ofais

    I bought this P.O generator from you sometime ago and it works great for us. Would like to ask if you have any program to generate also Job ticket/Work order, Invoice, Delivery / Shipping receipt?

    • Someka

      Hi Ofais,

      Did you check our other “Invoice Templates“? You might find another useful option for you as well.

      By the way, if you are working in supply chain management, we also have an advanced tool called the Supply and Inventory Planning template. You can create PO, invoice, and receipt at the same time. So, it might be the one you are looking for.

      Hope that helps! Regards,

  7. Katrina Beckman

    Greetings –
    I Purchased your PO template and it is missing a Ship to & Bill to information feature. Is that something that you will be adding?

    • Someka

      Hi Katrina,

      Thanks a lot for your interest!
      Yes, there is not a separate cell to add ship or bill to information in the existing Purchase Order template.
      But, we will consider this feedback for future updates. Did you also check our Packing List Generator and Tracker template? There is a separate box for adding shipper/exporter information in that template.

      Hope that helps!

    • Katrina Beckman

      Hi, I had not seen it before downloading the PO template. I will check that option too. Thanks.

  8. Wilkie J

    Can we combine this invoicing and quotes template with job order template? I downloaded and works fine but I also need a custom template integrated with this one.

    • Someka

      Hi Wilkie,

      Of course! We can create a customized template for you that includes both this PO Generator and the further features you would like to use. Please visit this page to learn more: Hire Excel Expert

  9. Nastalia

    Hi there,

    I have purchased this Purchase Order Generator & Tracker SU and I have some issues I would kindly need your assistance with.

    1) I cannot find my PO order on the Order Records and Tracking. Though i have unlocked all sheets with the password it still does not record my Purchase Order

    2) Normally, My Purchase orders will be sent to suppliers, therefore i would not know the “net price” and they will be the ones to reply back with an invoice with a “Net Price”. Having said that, I would like it if I could still save and “record PO to database” without being prompted that I need to input “net price’?

    Your earliest on this matter would be greatly appreciated,

    • Someka

      Hi Nastalia,

      First of all, thanks a lot for your interest!

      Q1: Did you click the “Record PO Data” button each time you created new PO?

      After you do that, you will see the pop-up that says two different warning messages.
      – Your purchase order is already recorded. Input a new Order Number!
      – PO data is recorded in the Tracking section!

      Note! If you don’t click that button, it doesn’t record your purchase order to the tracking section.

      Q2: Our Purchase Order template calculates the “Net Price” automatically when you enter the necessary information. So, when you click the column which shows the net price calculation, you will see that there is a formula to calculate.

      po comment pic

      If you do not need a net price calculation, you have to delete the formula on that column. We should remind you that when you delete the formulas from there it won’t be possible to calculate them automatically on the same file again. You should download the fresh file and start to fill it from strach.

      Hope that helps!

    • Nastalia

      Hi Team,

      Thanks a lot for your detailed answer. It is clear enough for me. I think I will delete the formulas on the net price column and save it as a completely different file. So, I can continue to work on the original file if needed. Thanks a lot again for your time. Great support.

  10. Josue

    Hi there,

    I found very interesting the video of the PO template. I am working on something similar but is an estimating tool using a pre-established material database, with unit prices, unit types(ea, ft, RL, Box, etc.), I am thinking that with a little bit of customization I can implement it using your PO template. Your template is open to customizations? You guys do the customization or I can do it? I need help with the project. Thank you in advance.

    • Someka

      Hi Josue,

      Thanks a lot for your interest in our template! Of course, we have a customization process to adjust the template according to your wishes if needed.

  11. Melissa

    Good morning,

    I am having trouble with the PO Generator.

    When I clear all data like the template says to create our information the information doesn’t pull over to the tracker anymore.
    It only does it if I use the pre-filled information on the template but once everything is erased per instructions nothing happens on the tracker.

    Is there a way to fix this?


    • Someka

      Hi Melissa,

      You should click the “Reset the Form” button as a first step to clear existing the data on the quotation page. We have also put a “Clear” button just above the yellow notes for the other sheets. So, you should only use those buttons to clear the dummy data if needed.

      In addition, if you are asking for generating quote ID numbers. The template will generate automatically by following the sequence once you click the “Auto Generate Quote ID” button.

      Hope our explanation helps you!

  12. Marija Borg Mifsud


    I came across your website, which is really excellent and very interesting. I am interested to buy the multi user licence for the Price Quote Generator and Tracker template, but kindly I would like to know if that would allow me to be able to customize the data like the automatic quote number (to continue with my current one) etc. and insert an additional fixed page with terms and conditions.

    Thank you & Regards

    • Someka

      Hi Marija,

      First of all, thanks a lot for your valuable feedback. Appreciated!

      When you download the template, of course, you will be able to modify/edit it according to your needs.

      If you want to use your code/sequence to generate a quote ID number, you just need to input the last quote number you used to the “Quote ID” part. In that way, the template will continue to generate the quote no by following the sequence you have specified.

      We have attached a picture below to show the new quote id we entered. When we input “B3-“ to the “Automatic ID Prefix” cell and click “Auto Generate Order No”, the template will start to generate a quote id starting from “B3-1”.

      PO comment pic4

      Hope it is clear now!

  13. 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!

  14. Ross

    Hi i purchased this PO template. want to run on my tablet but macros are not working. Can you help?

    • Someka

      Hi Ross,

      Thanks for your interest!

      We have created our templates to use in the Microsoft Excel desktop version. Moreover, some of our templates are working without an issue but we didn’t test our templates on Microsoft Excel online. So we can not guarantee those complex ones will work properly ( which includes macros, slicers, etc.).

      You can have a look at this page to learn more: Can I use it on my mobile phone or tablet?

      If you have further questions please do not hesitate to contact us anytime.

  15. Denis

    Hi. I am contemplating to purchase your Po excel tool. One question, does it allows and track approval online ( approval from authorised person I mean?). If yes where is it found?
    Thank you so much for replying asap.

    • Someka

      Hi Denis,

      We have created our templates to use on the Microsoft Excel Desktop version. We didn’t test it on Microsoft Excel online, so we can not guarantee that it will work properly.

      There is already an faq page that we explained this question, you can have a look at this page to learn more: Do your templates work with Google Sheets or OpenOffice?

      Best regards,

  16. Yi Juan

    Dear Sir/Mdm,

    We are very interested in your Excel Template – Purchase Order Generator and Tracker. Here’s a few questions that we would like to know more about it.
    1. For multi-user package, do they allow multiple users to use the Generator at the same time, without affecting the PO generation?
    2. Does the Tracker helps in combining and compiling multiple users’ PO generated in different PC/Mac into one excel sheet?
    3. For the package, is it a one-time payment or a yearly subscription?

    Thank you.

    • Someka

      Hi Yi,

      First of all, thanks a lot for your interest!

      – This PO Generator template is an Excel template so it won’t be integrated with your colleague’s computer. You and your team can use the template as completely separate from each other. Each user’s template belongs to only that user and computer.
      – I guess with the previous explanation, we have also given an answer to that question as well. It won’t be able to combine any generator. It can just create the PO Generator with the data that you enter.
      – It is a one-time payment, lifetime usage. So you don’t have to subscribe to anything. Is this price for a one-time payment?

      Hope our explanation helps you.

      Kindly regards,

  17. Roman

    I purchased this template yesterday but I have some issues to make it work in the way we need. On the QUOTE GENERATOR page, I need exactly this order: ITEM (from database), DESCRIPTION (from database), Q-TY(entered manually), PRICE (from the database), TOTAL (calculated). So, I would like to change the location of these two columns desc and item #. Additionally, remove some columns which are unit and discount. Would you help me to make the QUOTE GENERATOR page working in the way we expected?

    • Someka

      Hi Roman,

      First of all, thanks a lot, you explained everything clearly!

      Of course, you can modify/edit the template according to your needs without affecting the working of the template. You can change the titles on the Product/Service Database according to your needs but you shouldn’t delete any of them. Now the titles are in this order; ITEM NUMBER, INFO, DESCRIPTION, UNIT, UNIT PRICE, CURRENCY. See the picture below to show what we have changed.

      PO comment pic1

      When you modified the database sheet and change the column orders, please do not forget to readjust the column titles on the PO sheet as well.

      PO comment pic3

      Note! Please do not delete anything on the PO sheet to not corrupt the template. If you don’t need the “Unit” column, you can leave it empty or use the “-” sign at least. If you think that you don’t have enough information to do this modification, we recommend getting help from an Excel Expert.

      Hope that helps! Do not hesitate to contact us if you have further questions.

    • Roman

      Thanks guys! It was a GREAT answer, thanks a lot for your support. I would like to try to do it myself first, but of course, I will contact you if I can not handle it.

  18. 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!

  19. 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.

  20. 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.

  21. Song

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

  22. 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.

  23. 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!

  24. jassy_3

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

  25. 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!

  26. 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!

  27. trisha mae

    Customer service was and is amazing!

  28. eddy tyler

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

  29. Mike Lynch

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

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