Auto parts purchase order template
Auto parts purchase order template for garages: part numbers checked against the VIN, exchange units with a core deposit, job reference and same-day cut-off.
Templates by industry
- Front brake pad set, ceramic, part no. BP-4410
- Brake discs, vented, 280 mm, pair
- Remanufactured alternator, exchange unit
- Core deposit for the old alternator
Preparation guide
Example workflow
Match the quotation
Example: take "Front brake pad set, ceramic, part no. BP-4410" from the supplier's quotation and copy its quantity, unit price and specification exactly.
Approve and send
Confirm the delivery date and address for every line, including "Core deposit for the old alternator", then sign the authorized-by line and send the order.
Receive and reconcile
When the goods arrive, check them against the order, then match the supplier's invoice to the order number before paying.
A garage orders parts while the car is on the lift, so the order is short, urgent and tied to one vehicle. The distributor’s catalogue offers several versions of a brake pad for the same model, and the VIN is what picks the right one. This template keeps the part numbers, the job reference and the exchange units together, with the core deposit as its own line so that the old alternator goes back in the box it came in.
Fields to prepare
- Deliverables and line items
- Front brake pad set, ceramic, part no. BP-4410, Brake discs, vented, 280 mm, pair, Remanufactured alternator, exchange unit, Core deposit for the old alternator: state the quantity, unit and agreed price for each line, as the supplier quoted it.
- Front brake pad set, ceramic, part no. BP-4410
- Give the part number, the axle and the VIN; two pad sets can look identical in the catalogue and differ in the wear sensor or the backing plate.
- Brake discs, vented, 280 mm, pair
- Order discs and pads together and by axle, and check the diameter and whether the disc is vented or solid; the same diameter comes in both kinds.
- Remanufactured alternator, exchange unit
- Mark the line as an exchange unit and write the date by which the old one must go back, since the deposit is only refunded for a core in the condition the supplier’s terms require.
- Core deposit for the old alternator
- Keep the deposit on its own line so it is not mistaken for a price, and note who packs the old unit and in which box, to head off arguments about its condition.
- Supplier and quotation
- Name the supplier and quote the number of the quotation this order accepts, so each price can be traced to the offer.
- Delivery
- Give the delivery date, the address the goods go to, the shipping method and who receives them.
- Scope to agree
- Put the job or registration number against the order, give the part numbers and the vehicle’s VIN, and say which parts are exchange units with a core to be returned.
Before sending
- Does “Front brake pad set, ceramic, part no. BP-4410” match the supplier’s quotation in specification, quantity and price?
- Are a delivery date and a receiver agreed for “Brake discs, vented, 280 mm, pair”?
- Has the budget holder approved the spend on “Remanufactured alternator, exchange unit”?
Show 4 more
- Does “Core deposit for the old alternator” match the supplier’s quotation in specification, quantity and price?
- Check the supplier's quotation number, the delivery date and address, and who approved the order.
- Check that each quantity, unit and unit price matches the supplier's quotation.
- Give the order a number of its own, so the supplier can quote it on the delivery note and the invoice.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Front brake pad set, ceramic, part no. BP-4410 | 2 × $46.00 | $92.00 |
| Brake discs, vented, 280 mm, pair | 2 × $62.00 | $124.00 |
| Remanufactured alternator, exchange unit | 1 × $148.00 | $148.00 |
| Core deposit for the old alternator | 1 × $40.00 | $40.00 |
| Subtotal | $404.00 | |
| Sales tax (8%) | $32.32 | |
| Total | $436.32 | |
Order value $404.00, sales tax $32.32, order total $436.32.
- The order accepts quotation Q-AP-5527.
- Delivery is due the day after the order date.
What the document must show
These details make a purchase order easier to approve and to file.
- Your company name and address as the buyer
- The supplier's name and address
- Order number and date
- Each item with quantity, unit price and amount
- Delivery date, delivery address and shipping method
- Payment terms and the total, with tax shown separately
- Who authorized the order
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
How do I make sure the part fits the car?
Quote the VIN or registration with the part number and ask the distributor to confirm fitment before dispatch. A part that is returned because it was ordered for the wrong variant often carries a restocking fee.
What time should I order for same-day delivery?
Ask the distributor for its cut-off and write it in the notes, for example before 11 a.m. for the afternoon run. An order a few minutes past it waits until tomorrow, and the car stays on the lift.
How is the sales tax worked out on this purchase order?
The worked example above uses an example rate of 8%: $32.32 on a net amount of $404.00, for a total of $436.32. The editor recalculates all three when you change a quantity, a price or the country.
Is a purchase order the same as an invoice?
No. The buyer sends a purchase order to ask for goods or services at agreed prices; the supplier sends an invoice to ask for payment. Quote the order number on the invoice so the two can be matched.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Read next
Reading for the Auto parts purchase order template: Quote, proforma, invoice, receipt, credit note: which to use and How to write a quotation: format, example and checklist. When the goods arrive, match them to this order with the Delivery note template.