Order Form

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Order Form

There are many practically identical offers on the market, and clients tend to choose the service or company which is most convenient for them to deal with. A straightforward and concise Order Form is one of the basic documents in the seller-buyer relationship. The simpler and clearer your document is for the buyer, the more likely your business will be chosen.

In this article, we will tell you more about this document, why you need to fill it out and how to do it properly.

What Is an Order Form?

It is a document that contains information about a sale so that purchases and sales can be recorded. The form can serve as a reporting form for the buyer and seller after the sales deal is approved.

There are various options of this form, but the following important information is always indicated:

  • Seller’s company name and contact details;
  • Buyer’s name and contact details;
  • Shipping details;
  • Customer billing information;
  • Description of the product, its quantity, value;
  • Additional charges (tax, shipping);
  • Terms and conditions;
  • Signatures.

Aims of the Document

This document is created with different intentions, and you can adjust the content of the document and based on them by adding some information or removing and shortening something.

So, the possible aims and objectives of the form completion are:

  • Calculating the sales revenue;
  • Providing proof of the completed transaction;
  • Calculating the quantity of the remaining products in stock;
  • Tracking the purchased goods;
  • Tracking payments (if there was an advance payment and how much money is still to be received from the buyer).

What Does a Sales Order Process Look Like?

Basically, this process occurs as follows:

  1. The client requests an offer from the seller.
  2. The seller sends the offer.
  3. If the customer agrees with it and accepts it, then they issue a purchase order.
  4. The seller uses the data from the previous document to issue a sales order and send it to the buyer for confirmation.
  5. Next, the seller collects the order and sends it to the client.
  6. Using data from the sales order, the seller creates an invoice.
  7. The buyer receives an invoice and pays the required amount according to the document.

Why Is It Important to Generate a Sales Order?

It is a very important paper for carrying out the activities of a company selling goods. With it, you will make it easier to track the goods in stock. You can easily track the availability of goods in your warehouse, as well as see what goods you will need soon. In case of a shortage of products, you will be able to reorder them.

The document is used for the financial statements of your company. It is often approached in case of the risk of material misstatement.

Other Financial Forms

If you would like find more financial PDFs for you to edit and fill out here, here are a few of the more popular forms among our users. Besides that, remember that you can upload, fill out, and edit any PDF document at FormsPal.

How to Create a Sales Order?

It is best to use a universal form for all documents of this type in your company: the shorter and clearer the form, the better. But at the same time, all important information should be reflected in the document. We suggest you use our form-building software to compile this document.

Please see our guidelines for filling out the form below.

Assign the Document Number

Each document should have its own unique number to help track the paper. You can use one of the document numbering systems in your company:

  • Ordinal system — assign each paper a number in order, for example, 001, 002, 003, and so on;
  • Date-related system — put the current date at the beginning of the document’s name, and then its serial number, for instance, 2021-04-04-001;
  • Using the customer or project number — if your company has assigned specific customer numbers, you can use it in the document’s title, for instance, K475-001.

Fill in the Buyer’s Details

Provide the name and contacts of the buyer so that you can contact them if necessary. Enter the phone number and email address.

Enter Delivery Details

You need to enter the full contact details and address of the recipient of the goods.

Provide Additional Information

Enter the required data:

  • Date of formation of the document
  • Name or ID number of the seller
  • Customer order number

Continue Entering Related Information

Next, you should specify the following data:

  • How does the delivery take place
  • Is shipping cost included (F.O.B.)
  • Terms

Check the Payment Method

Choose one of the payment methods to be carried out. If the option you need is not there, you can specify your own in the last line.

Describe the Purchased Products

In the main table of the document, you need to enter data about the goods. Indicate their quantity, description, unit price, amount. Each product fits into a new line.

Specify the Total Amount

At the end of the table, indicate the total cost of the goods.

Enter the Seller’s Details

If you fill out the form template on your company’s letterhead, most likely, all the necessary data will already be inserted there by default. If not, then you will need to indicate the following data concerning your company:

  • Business name
  • Physical or mailing address
  • Telephone number
  • Email address

Put the Signatures

Sign the document and send it to the buyer. If everything is correct, the buyer should also sign the form. After that, the goods and the invoice are sent to the buyer.