Purchase & Warehouse Toolkit
A purchase team and a store room answer the same few questions every day: what have we ordered and not yet received, what arrived and did it pass inspection, which supplier can we rely on, how much of each item is in which godown, and what is all that stock worth.
This toolkit goes deeper than a simple stock register. Its Excel workbooks track every PO line until it is fully received, log each goods receipt with the quantity accepted and rejected, score suppliers on delivery and quality, keep stock across several locations with reorder suggestions, and value stock by FIFO and weighted average with an ABC analysis. A Word material requisition slip and an online purchase order maker complete the paperwork. Pick your own currency; nothing is tied to one country.
Made for: Purchase executives and managers, store keepers, warehouse in-charges, inventory controllers, factory and project sites, distributors and anyone who buys, receives and issues material.
What each one does
📋 Purchase Order Register (Excel)
Most purchase follow-up goes wrong in the gap between "we ordered it" and "it has all arrived". This register keeps one row for every line of every purchase order and matches each receipt against it, so it always shows how much is still pending, what that pending material is worth, which lines are past their due date and by how many days. A summary sheet gives each supplier's open and overdue position for your weekly follow-up call.
- Orders sheet: PO number, PO date, supplier, item, unit, quantity, rate, tax percent and due date for each PO line, 500 ready rows
- Line value, tax and total calculate themselves; received quantity is added up from the Receipts sheet by PO number and item
- Pending quantity and pending value, status (Open, Part received, Overdue, Closed, Short-closed) and days late, with overdue lines highlighted
🔍 Goods Received Note & Quality Check Log (Excel)
When a truck arrives, three numbers matter: what the supplier's challan or invoice says, what you actually counted, and what passed inspection. This workbook records all three for every item received, works out shortage, excess and rejected quantity, flags lines that need a debit note or replacement, prints a proper goods received note for any GRN number, and sums up each supplier's acceptance rate.
- GRN Log: GRN number, date, supplier, PO number, challan or invoice number, item, unit, rate, quantity as per challan, quantity received and quantity accepted
- Rejected, shortage and excess quantities, QC result (Accepted, Partly accepted, Rejected, Pending QC), accepted value and an "Action" flag for debit notes
- Rejection reason list: damaged in transit, wrong item, below specification, expired or short shelf life, wrong quantity packed, poor packing, other
⭐ Supplier Master & Vendor Rating (Excel)
Choosing a supplier on price alone is how most delays start. This workbook keeps one clean master list of your suppliers with their contacts, payment terms and promised lead time, logs every delivery against its promised date, and rates each supplier on on-time delivery, delivering in full, quality accepted and your own service score. The weights are yours to set, and the result is a score out of 100 with an A, B or C grade you can share at the review meeting.
- Suppliers sheet: code, name, category, contact person, phone, email, city or country, tax ID, payment terms, standard lead time, approval status, service score and last review date
- Deliveries sheet: supplier, PO number, PO date, promised date, received date, quantity ordered, received and accepted; days late, on time, in full, actual lead time and quality percent calculate themselves
- Rating sheet: deliveries, on-time percent, in-full percent, quality percent, average actual lead time against the promised lead time, weighted score, grade and rank
🏬 Multi-Location Inventory (Excel)
When stock sits in more than one place (a main warehouse, a factory store, a branch, a site) a single stock figure is not enough. This workbook keeps stock for every item in up to eight locations from one movement log: a receipt has only a "to" location, an issue only a "from" location, and a transfer has both. The Stock sheet shows each location's quantity, the company total, the value, and which items have reached their reorder level with a suggested quantity to order.
- Locations sheet: up to 8 warehouse, godown, store or site names, plus your currency code
- Items sheet: item code, name, unit, unit cost, reorder level, maximum level and lead time
- Opening sheet: opening stock of each item in each location
🧮 ABC Analysis & Stock Valuation, FIFO and Average (Excel)
Two questions every year end and every stock audit: what is our closing stock worth, and which items deserve the most control? Enter receipts with their cost and issues with their quantity; the workbook works out closing stock for each item, values it by FIFO (first in, first out) and by weighted average cost side by side, and ranks items by consumption value into A, B and C classes so you know where tight control pays off.
- Items sheet: item code, name and unit
- Receipts sheet: date, item, quantity, unit cost and reference, with the quantity and value still in stock under FIFO for each receipt lot
- Issues sheet: date, item, quantity and department or job
📝 Material Requisition Slip (Word)
Nothing should leave the store without a written request. This material requisition slip (MRS) records who needs what, for which job or cost centre and by when, how much the store actually issued, and what has to be bought because it is not in stock. A short material return note on the second page brings unused material back into the store's books.
- Requisition number, date, department, cost centre or job number, required-by date and purpose
- Item table: item code, description, unit, quantity requested, quantity issued, balance to be purchased, bin or location and remarks
- Store check: in stock, partly in stock or purchase requisition raised
⚡ Online Purchase Order Maker
A clean purchase order in a couple of minutes. Enter your company once, then the supplier, the items with quantity, rate, discount and tax, and the delivery and payment terms. Choose your currency and date format; the PO totals itself and shows the amount in words. Print it, save it as PDF to email, or download it as Excel or Word. Your company details stay saved on this device and the PO number moves to the next one each time.
- Your company details, currency (₹, $, €, £, AED and more) and date format, saved on this device
- Supplier name, address, tax ID and quotation reference
- Item lines with code, description, quantity, unit, rate, discount percent and tax percent
Good to know
- Every template is free and contains no macros, so it opens without security warnings.
- Yellow cells are for typing; grey cells calculate by themselves and are protected against accidental overwriting (Review › Unprotect Sheet, no password).
- Online tools keep your details only in this browser on this device. Nothing is uploaded.
- Tax rates and statutory limits mentioned in these files are a help, not advice: check the current rules before relying on them.