Purchase Order and Supplier Tracker Spreadsheet

About this template

This purchase order tracker is a bookkeeping workbook for small product and wholesale businesses that buy stock from suppliers and sell it on. It records what you spend on purchase orders, freight and duty next to what you sell, so the true landed cost of your stock shows up in your margin.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

Lines for a stock-buying business

The workbook opens on the categories a wholesale business uses, rather than the product sales and service income of a generic template.

• Income lines: Product sales, Wholesale orders, Trade accounts and Shipping collected
• Expense lines: Purchase orders, Freight and duty, Storage and fulfillment, and Packaging, and more
• Mileage reasons: supplier, warehouse, trade show and customer visit, chosen from a drop-down

Freight and duty are part of what your stock cost you. Treated as a general overhead, they make the margin look better than it is, and any price you set from that margin is wrong. Recording them beside your purchase orders keeps the landed cost in view.

Fourteen connected tabs

Start Here, Setup, Clients, Invoices, Income, Expenses, Inventory, Mileage, Monthly, Quarterly, Estimated Tax, Profit and Loss, Balances and Dashboard.

• 500 income rows and 500 expense rows
• An Inventory tab that works as an inventory tracker alongside the books
• Invoices raised, sent, paid and overdue
• Mileage with your own reasons and the year totaled
• Monthly and quarterly totals, which is how tax gets filed
• Estimated tax set aside as you go
• A profit and loss built from the same two lists
• 10 client records, so the Clients tab doubles as a simple supplier tracker or trade account list, showing what each has been worth
• Account balances and a dashboard that reads everything

A worked year first

The filled copy shows a full trading year: 300 income entries and 316 expense entries at a 28.9% margin. The blank copy is ready for your own suppliers and customers, and the Start Here tab walks you through setup in a few minutes.

This is a bookkeeping spreadsheet, not an accountant. Tax rates and what you can claim are yours to set and yours to check.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice
• Google Sheets with a free Google account. The Google Sheets version is a real workbook you take a copy of, not a PDF with a link in it.
• No dynamic arrays, no macros, no add-ins and no subscription

What you download

• Two Excel workbooks: the filled example and a blank one
• The instruction guide, with one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready the moment payment clears, for personal and business use on your own devices. Please do not share or resell them. Questions? Use our contact page and we will help.

Frequently asked questions

Does it work in Excel and Google Sheets?

Yes. The Excel workbooks run on Excel 2016 or later on Windows and Mac, and the instruction guide has one-click links to copy the Google Sheets versions with a free Google account.

Where do freight and import duty go?

Freight and duty is its own expense line next to Purchase orders, so it is counted in what your stock cost rather than lost in overheads.

Can I track invoices to trade customers?

Yes. The Invoices tab shows each invoice as raised, sent, paid or overdue, and Trade accounts is its own income line.

Does it help with tax?

The Estimated Tax tab sets tax aside as you go at the rate you enter. Tax rates and what you can claim are yours to set and check.

How many entries does it hold?

500 income rows and 500 expense rows, plus 10 client records.