Everything about how your purchase orders look lives in PO templates: your design, the templates your suppliers send you, and which files each supplier gets.
Your design
One design drives the PDF, the Excel workbook and the CSV you send suppliers: the same columns, labels and order in all three. Open it with Edit design.
The page you see is your purchase order, filled with your newest order or with the sample order (six sample products). Change Preview with to try another order, and switch between PDF, Excel and CSV to see each file.
Click any part of the page to change it: the title, your business details, a column, the totals. On the right, seven sections each say what they hold in one line, and opening one brings the page to where it prints:
| Section | What you set |
|---|---|
| Style | The look (Modern, Classic or Bold), the accent color, the font, paper size, orientation and density |
| Your business | Your logo, business name, address, email, phone, website and Tax ID |
| Columns | The columns that print, in order. Drag to reorder, rename one in place, or add a product field or a blank column your supplier can write in |
| Order details | The title, the details that print (the order date always prints), the Draft mark on orders you haven't sent, and the labels |
| New orders | PO numbering, and the ship to, bill to, payment terms and currency new orders start with |
| Totals and footer | The subtotal and adjustments, case and unit counts, the note to supplier, terms, a signature line, the footer and page numbers |
| CSV and Excel | The CSV separator and header row, and the workbook's header block and formulas |
Changes show on the page as you make them. Save keeps them (or press ⌘S, Ctrl+S on Windows), and Revert puts back what you last saved. When the columns are too wide for the page, the Columns section says so and offers landscape or compact text in one click.
Start from the PO you use today
Already have a purchase order you like? Choose Copy my current PO on PO templates (or drop a PDF or a photo of it there), or Copy from a PDF or photo in the design's menu. We make an exact copy of your page: its boxes, colors, fonts, products table and totals, filled with each order's details. It takes about a minute, and you can leave the page while it works.
An exact copy uses credits, and the line under each button says about how many before you choose a file. You're charged only when the copy comes out close to your file. If it doesn't, or it can't be made, or you stop it, it's free, and the same file again within 30 days is free too.
When it's ready, your file and your exact copy sit side by side (drag the slider to compare). What fills in lists each box on your page and what goes in it on every order: choose another detail, Same text on every order (your own name, say) or Leave blank. These changes are free. Fix something takes a note such as "make the title bigger" and shows its credits next to Fix it; if nothing changes, it's free. Undo this change goes back a step.
Use this design makes the copy your design for every supplier, and the Excel and CSV files follow its columns and labels. Changed your mind? Undo puts your previous design back.
Prefer one of our looks? Match it to a standard look instead reads your file for free and rebuilds it in Modern, Classic or Bold: keep what you like and leave the rest, then Use this design. Anything we don't keep is listed under Not carried over. A file with its products table on a second page can't be copied exactly yet, so it offers this match instead.
Supplier templates
Some suppliers want their own file. Drop it on PO templates (or choose Choose a file) and we fill it in for every order you send them:
- Excel order forms: we fill in your supplier's .xlsx. "What goes where" shows each cell and column we fill; the ones that need a look say why, and you set the row where products start. Click any cell on your sheet to fill it, or use Add a cell. Filled shows the form filled with the sample order or one of your orders, and says so when the form's own total doesn't match the order's (a form that multiplies cases by a unit cost, say; one click fills its cost per case instead). Choose one of your orders to Download filled form.
- CSV layouts: we copy a .csv file's columns exactly. Each column fills with an order field, fixed text such as a warehouse code, or nothing, with the separator your supplier uses. No file to start from? Start a CSV layout from scratch begins with your design's columns.
Open a template and choose Choose suppliers to send it to the suppliers who want it. An older .xls workbook needs saving as .xlsx in Excel first.
Who gets what
Every supplier gets the PDF until you choose otherwise. Who gets what lists your suppliers and their files: the PDF, the Excel or CSV from your design, or one of their templates. When you send an order, the files that supplier gets are already chosen.
Where to find it
- In Settings, under PO templates.
- From an order, in Export, with Edit design.
- Press ⌘K (Ctrl+K on Windows) and type "PO templates".