Manual purchase order (PO) tracking can be frustrating and time-consuming. When things pile up, it’s easy to miss a step or forget to send important documents to suppliers.
With ActiveMerge, that chaos turns into a streamlined process. You can automate PO creation in bulk, saving time, reducing errors, and keeping things moving fast.
Why Is Purchase Order Receipt Important?
Purchase order receipts are more than just formalities. They’re proof that an order was placed, accepted, and agreed upon by both you and the supplier. These documents are used to:
- Track incoming stock
- Monitor payments and delivery timelines
- Protect your business from billing disputes
- Ensure vendors follow the terms you’ve set
When automated, this process becomes smoother, giving your team more room to focus on what matters: serving your customers and running your business.
Step 1: Set Up Your Data
Start with a simple spreadsheet. This will be your data source. Include columns like:
- PO Number
- Supplier Name
- Supplier Address
- Item Description
- Quantity
- Price per Unit
- Total Cost
- Order Date
- Delivery Date
- Customer Name
- Customer Address
- Contact Number
Make sure each row represents a unique purchase order. Avoid blank rows or merged cells to keep the data clean.
ActiveMerge only supports Microsoft Excel files. If you’re working in Google Sheets, you’ll need to download your spreadsheet in Excel (.xlsx) format. To do this, go to File > Download > Microsoft Excel (.xlsx).
Step 2: Prepare Your Purchase Order Template
Create a PO template in a Word document that looks the way you want each order to appear. Use placeholders (like {Supplier Name}, {PO Number}) that match the column headers in your spreadsheet. These tags will be filled in automatically by ActiveMerge.
Here’s a simple example:
- Purchase Order #: {PO Number}
- Supplier: {Supplier Name}
- Items Ordered: {Item Description}
- Quantity: {Quantity}
- Unit Price: {Price per Unit}
- Total: {Total Cost}
- Order Date: {Order Date}
- Expected Delivery: {Delivery Date}
You can style it with logos or tables to look more professional.
If you’re working in Google Sheets, you’ll need to download your document in Microsoft Word (.docx) format. To do this, go to File > Download > Microsoft Word (.docx).
Step 3: Connect to ActiveMerge
Head over to ActiveMerge. From your dashboard, click Document Generation and “Start New Job.”
Then, choose your data source (spreadsheet).
Once done, proceed with uploading the template you prefer.
Step 4: Choose the Output Format
Pick how you wantyour service agreement to be saved as Word documents and PDF
s.
Step 5. Review Your PO Template
Preview your merged agreements. You’ll see how each PO looks with real client info filled in. If everything looks good, you’re ready to go.
Sample Result:
Get the Free Purchase Order Template
Get a copy of the Free Purchase Order template. You can download the Google Docs template in Microsoft Word (.docx) format, as ActiveMerge only supports Word documents.
Final Thoughts
Automation doesn’t mean losing control; it means giving yourself more of it. When you set up tools like ActiveMerge, you’re speeding up repetitive work and keeping your data more consistent.
You don’t have to be tech-savvy to get this done. If you can work a spreadsheet and write a document, you can automate your purchase orders with ease.
Frequently Asked Questions
What is ActiveMerge?
ActiveMerge is a tool that helps you generate documents in bulk by merging data from spreadsheets into templates.
Can I add a logo or table layout to my PO template?
Absolutely. You can design your template in a Microsoft Word document, however you like—ActiveMerge will preserve the formatting.
Is my data secure with ActiveMerge?
Yes. ActiveMerge prioritizes privacy and data security. Your templates and spreadsheets are used securely and only accessible by you.
