Effortlessly Manage Your Purchase Invoice Format in Excel for Administration

Purchase invoice format in excel for Administration

hi everyone this is valentine from chico in this video i'll show you how to use our purchase order template in excel it's ideal for small businesses stores and manufacturers or anyone looking for a simple way to record suppliers receive purchase requests from colleagues monitor deliveries and simply automate purchase order management in their company unlike a standard spreadsheet template the chico purchase order workflow consists of three separate but connected excel files and data flows between them via shigo connections these shigo connections let you automate data transfer between different files so this means that you can create your own purchase order system without any specialist software just spreadsheets a spreadsheet-based system like this is very scalable if you use spreadsheets to manage other parts of your business such as inventory or sales you can connect those files to your purchase order workflow and create an integrated procurement system across your entire company when you have a lot of people working in the same spreadsheet it can become large and slow plus there is a higher chance of making mistakes a workflow with separate files is lighter to process and it also gives you more accurate data and better data privacy since each colleague works in their own spreadsheet the chico purchase order management workflow template contains three excel files firstly there's a purchase order management master sheet here the manager approves all suppliers the list of suppliers is transferred automatically to the other two spreadsheets and templates these are for submitting order requests you can share these files with individuals or a whole team or department and make as many copies as you need when someone in the company then wants an item to be purchased they simply request it in the order request spreadsheet the order data flows automatically into the manager's master sheet and when the office or warehouse team receives a delivery they also register it there as a result the manager gets an overview of all purchase orders and deliveries in the automated dashboards the entire company's ordering system is centralized in one automated workflow without the need for calls or messages back and forth okay let's take a look at how to your purchase order template for excel first thing you need to do is sign up for chico as you can see on the screen we can sign up with google dropbox or our microsoft account i'll sign up with my microsoft account and we're here on the page to our purchase order template as you can see you can it on sharepoint but this drop down will also give you the option to it on onedrive or dropbox if you of course want the excel version i'll this template on my onedrive there we go shico has now created the excel files of your template inside onedrive and created the connections between the files your master sheet your purchase order manage and master sheet will open automatically and here you see some extra information about the template we are now in our master sheet and we have separate input sheets our order request files and here you can get started by registering all your suppliers in the suppliers input tab as you can see our templates have sample data in them which you can just remove and then start filling out your own this gray column a has a formula in them it will automatically generate the supplier code so you shouldn't edit this column once you've done that you go back to the workflow to run it for the first time to make sure that your suppliers data will update in your order request files these are the arrows the connections that you see right here let me open one of the order request files to show you how you input your data there here we are in our first order request file and here you simply register all the requested orders in this tab also remove the sample data and fill out your own information and the total cost is also automatically calculated by this template you can either edit your template your excel files in your online version or you can open it in the desktop and just add it right there of course each department of your company could have a separate order request file so you share this with them via this share button right here once they've then all filled out their order requests you can go back to the workflow and run the workflow again to then update your order requests in your master sheet where you'll find them in your consolidated orders tab you then simply go to the orders received and input here whenever you receive an order and if there was any complaints or not and some additional notes and then you can consult your dashboards with some very useful information such as complaints per supplier the total cost and the orders that you've made for them and received and how many days it takes them to deliver your orders you can personalize this template by adding your logo right here and this is how your dashboard works of course if you want to automate the data flow between your order requests and your master sheet you'd simply do that by clicking automate right here you can schedule automatic updates to happen once a day multiple times a day once a month and for example only on mondays when you need the most recent data of last week in your dashboard for example if you have other team members or purchase order managers working on this workflow with you you share it with them via this button right here and if you want to add some additional information to this template such as sales or inventory information you do that by clicking connect and adding the spreadsheets to this workflow that's how to get started with chico's purchase order template for excel if you're looking for a customized procurement system or you need help with this template you can book a meeting with our experts follow the link that i'll put in the video description below don't forget to like the video and subscribe to our channel if you want more spreadsheet based automation ideas and templates like this thank you very much