SKU
Description
Qty
UOM
Unit price
Extended
Sales Order Template and Order Tracking Spreadsheet
Fill in a sales order with SO number, bill-to, ship-to, line items, tax and totals, and download Excel, CSV or PDF. Or switch to the tracking spreadsheet: one row per order line with a status dropdown.
Runs in your browser. Nothing you enter or paste is sent to OrderSync.
Your company
Order details
Line items
Extended price is quantity times unit price.
- Extended
- Extended
- Extended
Leave blank for no tax.
Preview
Example filled in. Edit the form to make it yours.
Your company name
Sales Order
SO number:SO-10482
Order date:
Customer PO:
Customer:
Requested ship:
Payment terms:Net 30
Sales rep:
Bill To
Ship To
| SKU | Description | Qty | UOM | Unit Price | Extended |
|---|---|---|---|---|---|
| CB-1001 | Cold brew concentrate 32 oz | 12 | CS | 54.00 | 648.00 |
| CB-1002 | Cold brew concentrate 1 gal bag-in-box | 4 | CS | 118.00 | 472.00 |
| WB-2205 | House blend whole bean 5 lb | 6 | BG | 42.50 | 255.00 |
Subtotal1,375.00
Tax / VAT rate
Tax0.00
Freight
Total1,375.00
Notes
Please reference the SO number on all correspondence.
The Excel file keeps the extended, subtotal, tax and total formulas, so edits recalculate.
Just want the file?
Customers send the form back filled in? The free PO Extractor turns a completed form, PDF, scan or spreadsheet back into line items.
How to Use This Sales Order Template
01
Fill in the header
Your company, the SO number, order date, the customer's PO number, terms, and the bill-to and ship-to addresses.
02
Add the lines
SKU, description, quantity, unit of measure and unit price. Extended price, subtotal, tax and total calculate as you type.
03
Send or track it
Print or save a PDF to confirm the order with the customer, or download the Excel tracking sheet and add one row per line as orders come in.
Use the single sales order to confirm what you accepted before it ships: quantities, prices and dates in writing, matched to the customer's PO. Use the tracker as the one list your team checks when a customer asks where their order is.
What a Good Sales Order Includes
A sales order is the document your warehouse picks from and your billing team invoices from, so every field here prevents a specific mistake downstream.
Your SO number and the customer's PO
Two numbers, both on the document. Yours finds the order internally, theirs gets the invoice approved.
Order date and requested ship date
The gap between them is your lead time. Without a requested date, every order is urgent.
Bill-to and ship-to
Separate blocks. Multi-location customers often pay from one address and receive at five.
Quantity with unit of measure
"10" is not a quantity. "10 CS of 12" is. Put the UOM next to every quantity.
Unit price and extended price
Show both so the customer can check the math line by line before it reaches an invoice dispute.
Subtotal, tax, freight, total
Itemize them. A single total hides the freight charge the customer will call about later.
Payment terms
Net 30, 2% 10 Net 30, prepay. Stated on the order, they are agreed before the goods ship.
A status per line
For tracking, status belongs on the line, not the order: one SKU backordered should not hold the rest.
Frequently Asked Questions
What is a sales order?
A sales order is the seller's internal record of what a customer bought: SO number, customer, bill-to and ship-to, the lines with quantity, unit and price, and the total. It is created when you accept the customer's purchase order, and it drives picking, shipping and the invoice.
What is the difference between a sales order and a purchase order?
The buyer issues the purchase order and the seller creates the sales order in response. The SO carries your own number and also records the customer's PO number, so the invoice can reference both and get paid.
How do I track orders in a spreadsheet?
Use one row per order line with SO number, order date, customer, customer PO, SKU, quantity, price, requested ship date and a status column. Switch this tool to Tracking spreadsheet and the download comes with a status dropdown, an extended price formula and a frozen header row, ready to filter.
Which statuses should an order tracking spreadsheet use?
Keep the list short and mean the same thing every time: Open, Confirmed, Backordered, Picking, Shipped, Invoiced, Closed and Cancelled cover most distributors. A dropdown stops people typing "shpd" and breaking every filter.
Does the Excel file calculate tax and totals?
Yes. Each line has an extended price formula (quantity times unit price), and the subtotal, tax, freight and total cells are formulas too, so edits in Excel recalculate. The CSV carries the values as they were when you downloaded it.
When does a spreadsheet stop being enough?
Usually once orders arrive from several channels at once (email, PDF, EDI, phone) and two people are keying them into the sheet and the ERP. At that point the spreadsheet is a second copy of the truth. OrderSync reads incoming orders and posts them to the ERP, so the status lives in one place.
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