Financial Terms / purchase order register

Purchase Order Register Overview

The Purchase order register puts the power of data analysis in your hands, allowing you to filter your reports by date range, location, and report format.

How do I calculate the purchase order register?

A purchase order register typically involves organizing and recording relevant information about purchase orders issued by a company. While the exact format and formula can vary depending on the specific requirements of your organization, here is a general formula you can use as a starting point for creating a purchase order register:

1. Set up the columns in your register:
   - Purchase Order Number: A unique identifier for each purchase order.
   - Supplier/Vendor: Name or ID of the supplier/vendor associated with the purchase order.
   - Order Date: The date when the purchase order was issued.
   - Item/Service Description: A brief description of the items or services ordered.
   - Quantity: The quantity of each item or service ordered.
   - Unit Price: The price per unit of the item or service.
   - Total Cost: The total cost of the purchase order (quantity multiplied by the unit price).
   - Order Status: The current status of the purchase order (e.g., open, in progress, fulfilled, canceled).

2. Enter the purchase order information into the register:
   - Input the relevant details for each purchase order into the corresponding columns of your register.
   - Fill in the purchase order number, supplier, order date, item description, quantity, unit price, total cost, and order status for each entry.

3. Optional: Additional columns or formulas:
   - You may choose to include additional columns in your register, such as project codes, department codes, or delivery dates, to suit your specific needs.
   - If you want to track totals or perform calculations, you can use formulas in spreadsheet software like Sourcetable.
   - For example, you can use the SUM function to calculate the total cost by summing up the "Total Cost" column, or use the COUNT function to count the total number of purchase orders.

4. Customize and format the register:
   - Customize the register to match your organization's requirements, such as adding or removing columns, adjusting column widths, and applying appropriate formatting.
   - You can also use filters, sorting, or data validation to enhance the usability of the register and facilitate data analysis or reporting.

Remember, the specific formulas and customization will depend on your specific needs and the capabilities of your chosen spreadsheet software or database management system. Adapt the formula and structure of the register to best suit your organization's requirements for recording and tracking purchase orders.

What is a Purchase Order (PO)?

A Purchase Order (PO) is a document that is sent from a buyer to a supplier, detailing the products, services, and quantities that the buyer wishes to purchase.

What are the benefits of using a PO?

Using a PO adds clarity and accuracy to business transactions, as it provides a clear record of the terms and conditions of the purchase. This can help to prevent disputes or misunderstandings over what goods or services have been agreed to.

What information is included in a PO?

A PO typically includes the buyer's name and contact information, the name and contact information of the supplier, the date of the purchase order, a list of the goods or services being purchased, the quantity of goods or services being purchased, the unit price of each item, the total cost of the order, the payment terms, and any other relevant information.

Key Points

Procurement is the process of obtaining goods or services from a vendor. It is crucial for businesses to ensure that they are obtaining the best value for their money.
Purchase Order
A purchase order is a formal document sent from a buyer to a seller that details the items, quantities, and agreed-upon prices for goods or services. It is a legally binding document that is used to initiate the purchasing process.
Buyer Information
A purchase order includes detailed information about the buyer and the seller. This includes the buyer's name and address, the seller's name and address, and additional dates such as the document date, additional dates, and expiry date.

Make Better Decisions
With Data

Analyze data, automate reports and create live dashboards
for all your business applications, without code. Get unlimited access free for 14 days.