This purchasing checklist template is designed to help small businesses streamline their procurement process and ensure efficient and cost-effective purchasing. You can use this checklist in a spreadsheet program like Microsoft Excel, Google Sheets, or any similar software.
Instructions:
Item Details:
- Enter the name or description of the item to be purchased in Column A.
- Specify the quantity needed in Column B.
- List the unit price in Column C.
- Calculate the total cost by multiplying the quantity by the unit price in Column D.
Supplier Information:
- Record the name of the supplier in Column E.
- Include the supplier’s contact information, such as phone number or email, in Column F.
Order Status:
- Track the order status in Column G, indicating whether the order is pending, in progress, or completed.
Delivery Date:
- Note the expected delivery date in Column H.
Received Date:
- Once the items are received, enter the actual receipt date in Column I.
Purchasing Checklist Template:
| A | B | C | D | E | F | G | H | I |
|---|---|---|---|---|---|---|---|---|
| Item | Quantity | Price | Total | Supplier | Contact | Order | Expected | Received |
| ——– | ———– | ——- | ——- | ——— | ———— | ———- | ———- | ———- |
| Item 1 | 100 | $10.00 | $1,000 | Supplier 1 | [Contact Info] | Pending | MM/DD/YY | MM/DD/YY |
| Item 2 | 50 | $15.00 | $750 | Supplier 2 | [Contact Info] | In Progress | MM/DD/YY | MM/DD/YY |
| Item 3 | 75 | $5.00 | $375 | Supplier 3 | [Contact Info] | Completed | MM/DD/YY | MM/DD/YY |
| … | … | … | … | … | … | … | … | … |
Notes:
- Customize the columns and rows to accommodate your specific purchasing needs and the items you regularly procure.
- Use this checklist to keep track of quantities, costs, suppliers, and order statuses.
- Update the “Order Status” column to reflect the progress of each purchase order, whether it’s pending, in progress, or completed.
- Maintain the “Expected Delivery” and “Received Date” columns to ensure timely receipt of items and to monitor the accuracy of deliveries.
This checklist will assist small businesses in organizing their purchasing activities, reducing errors, and managing costs effectively. It is a valuable tool for maintaining control over the procurement process and ensuring that goods are ordered, delivered, and received efficiently.