You run a shop or warehouse that buys stock from several suppliers, and you want to know at any moment: what have I ordered that has not arrived? Which supplier is late delivering? How much do I owe each supplier? How much of it is overdue, and for how long? The free supplier purchase orders sheet answers these from four logs you type: suppliers, purchase orders, receipts and payments.
The problem it solves
Buying on credit is convenient until the invoices pile up. A verbal order on the phone, goods arriving in two deliveries, an invoice half paid, and a supplier asking for what you owe when you do not know the exact figure. The hardest part is deciding what to pay first: which supplier have you kept waiting longest? The sheet separates what you ordered, what you received and what you paid, and calculates a figure for each.
How it works, step by step
- In الإعدادات (Settings) write today's date (or =TODAY()).
- In الموردون (Suppliers) write each supplier and the payment days agreed with them.
- In أوامر الشراء (Purchase orders) log each order with its value and expected delivery date.
- In الاستلامات (Receipts) log what actually arrived, against the purchase order number. This is where the debt is created.
- In المدفوعات (Payments) log each payment against the receipt it settles.
- Open أعمار الديون (Aging) and الملخص (Summary).
What each sheet does
- Suppliers: each supplier's ordered, received, paid and owed amounts, and a status: owed, settled, overpaid or no purchases.
- Purchase orders: received and remaining per order and a status: waiting, partly received, received or late delivery, with days late.
- Receipts: the due date (receipt date plus the supplier's payment days), what remains, days late and the age bucket.
- Payments: the log of what you paid; the supplier fills in automatically.
- Aging: what each supplier is owed, spread over age buckets.
- Summary: orders by status, what you owe and how much is past due, and an aging table with percentages.
A walk-through with the sample numbers
The names and numbers below are sample data inside the sheet, not real suppliers. It has six suppliers, ten orders, nine receipts and seven payments, and "today" is 1 November 2026.
- Orders total 246,000, received 141,000 and paid 71,500, so you owe suppliers 70,000. Stock ordered but not received is 105,000.
- Of the ten orders, six are received, one is partly received, one is waiting, and two are late: PO-005 from the household goods supplier (30,000 of 60,000 received, 7 days late) and PO-010 (nothing arrived, 2 days late).
- Aging: 35,000 is not yet due, 5,000 is 1 to 30 days past due, 25,000 is 31 to 60 days and 5,000 is over 60 days. So 35,000 is past its due date.
- The rice and sugar supplier is owed 25,000 across three receipts, the oldest being R-001, 66 days past due with 5,000 left. Its order PO-009 for 45,000 has not arrived, so it is not counted as a debt.
- The packaging supplier was paid 2,500 against a 2,000 receipt, so its status is "overpaid" with a 500 balance, while the beverages supplier has no purchases.
Features and why they matter
- Ordered and received are kept apart, so you never owe for goods that did not arrive.
- Late deliveries are visible: you see which order missed its date and by how many days.
- You know what to pay first: the age buckets show which supplier you have kept waiting longest.
- Payment days per supplier: due dates are calculated from them automatically.
- Works in Excel 2016+, Google Sheets and LibreOffice, free, no sign-up. It holds 200 suppliers, 1,000 orders, 1,000 receipts and 1,000 payments.
Important notes
The sheet records and calculates; it does not send orders to suppliers or pay for you. Log each payment against its receipt number, because that link calculates what remains. The sheet does not split an order into items: the order value is one figure and you write the items in the note.
The online version
The template page opens on this example. Edit the white cells and the grey ones update at once. Add a supplier, order, receipt or payment with a form, and import or export xlsx. Your data stays in your browser and is not sent to a server. Open the template page or the templates list.
Who it suits
Owners of a shop, warehouse or restaurant who buy on credit from several suppliers and want their payables in order. To follow the stock itself see the general inventory sheet, and to track what customers owe you see the customer ledger. If your business grows or several staff need to record at once, Softwiro can build you a custom program.