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Google documents invoice template for Purchasing

Ian here founder of in 30 minutes guides I have a very neat trick to show you today with Google Sheets how to create a purchase order using templates if this video helps please take a moment to like it and follow me let's get started this is the standard Google Sheets that anybody can get on any sort of browser in any operating system whether it's a Mac windows or Chromebook at the top when you open up Google Sheets you should see a template gallery and you may actually see the purchase order template there if not click on template Gallery if you see no templates available make sure that you're clicking on general in general is kind of like Google's holding pen for all the templates that they have and purchase order should be somewhere near the top and here it is now this is a purchase order that you might use if let's say you're getting started with a business or maybe you're not even running a business you just need to order something and whoever is handling the order whoever with the supplier you're ordering from they say we need to have a formal purchase order so this is this is a really good solution so your company you could also just call it your name but let's say this just say I'm going to call it you know Jim McGovern um Jim McGovern supplies okay that's the name of my company here I put my street number contact information Etc it may be also be possible to insert an image like if you have a logo or something so I just selected a cell insert see if image is a possibility yeah you can so you can you can insert an image into the cell or insert image over the cells if you have a logo that you can use I'm not going to do that today a purchase order so date here you would change that so today is the 11th of 2023. now here it says invoice I would I would get rid of that and actually before we go any further I think it's a good idea to make a copy of this so maybe I'm going to call this PO zero zero zero one okay make a copy so that way the template will remain pristine because I'm going to do some edits to this so here it is again Jim McGovern supplies I'm ordering some stuff from uh from some other vendor so here it says invoice and PO number you don't need to have both of these here actually what I'm going to do is I'm going to get rid of invoice because it's not an invoice PO number this should be a number that you come up with and there's a couple ways you can do this you can just call this like zero zero zero one if you want or sometimes what I do is I'll create an invoice number and then I'll just add some approximation of the date so o5 1123 okay so when I whenever I look at this purchase order number I can see this is the first this is the purchase order number one and this is when I place the purchase order ship date um you know that's to that's the that's to be determined or you can say you know before June 15th 2023 ship via you know ups only and shipping and payment terms um you can say net 30 upon delivery so there's different systems for asking for payment or saying you know when you'll pay uh this is a pretty standard one net 30 that means after after the items are delivered um you know issue the invoice and we'll pay it within 30 days so the vendor this is the company that would go here so let's say that I'm ordering ordering from Acme wholesale all right street address put in that put that put in that information you know 123 Maple Street or whatever it is fill in all that information you may also want to put in an extra row here like so I'm going to insert one row below because I'm going to say attention you know Sheila Sheila green okay and then ship two your name so here it would be Jim McGovern actually I just see I made a mistake there I don't even need to do that because I can put Sheila's name up here Sheila green all right and go through put in all these details what did I call the name of my company Jim McGovern supplies so I'm just going to copy that save some time so if the formatting's all wrong here's what you do um select this cell select the copy paint format and then I'm just going to click the other cell and there we go all right and then here's the items that you would order so these these would be items that you see in the catalog uh maybe you can give it more of a description like you could call it like you know Green widget okay and then this one would be blue widget you can see that the unit price so this would be whatever the catalog says so let's say green widgets are 200 blue widgets are 100 you can change that notice how this automatically updates which is really great now the other thing you may want to do is let's say that you're ordering more than two items that's no problem what you can do here is you can add another row above and then just copy this row so I'm going to copy that so I've selected the row go to edit copy and then down here right below it I'm just going to do edit paste all right so it's forcing me to use keyboard shortcuts so what you can do is if you're using a Mac Mac use you use control V if you're using Windows or Chromebook you use command V so I'm just going to paste that in and this let's call this red widget and then maybe what I can do is change the number here make sure make sure all the numbers are correct ordering three okay and then you can see it's automatically tabulating which is great so tax rate that depends on your local situation so you'll need to check with whatever the state regulations are maybe talk with your accountant but this is the per this is the purchase order the items at this point what you can do is I recommend printing it out you can also email it straight to somebody but I think printing it out is better turning into a PDF and you can either attach it as a PDF and this would be like this download is a PDF here's here's what it looks like maybe you can change the formatting so it's this is Portrait Style if the sizes don't work or you want to mess around with like making sure everything fits on one page go back and then change the change the font size and whatnot but then you can basically export it as a PDF print it out attach it to an email or what have you I hope this video helped you out if it did please take a moment to like this video and follow me and also if you go to in 30 minutes.com that's the official website for in 30 minutes guides you'll see all the guides we have including Google Drive and Google Docs in 30 minutes it's now in its second or third edition and I am the author thank you so much for watching