Farm inputs purchase order template
Farm inputs purchase order template: seed, fertiliser, feed and silage film by bag size, with delivery timed to the farm calendar and the price basis.
Templates by industry
- Spring barley seed, 1-tonne bulk bags
- Compound fertiliser 20-10-10, 600 kg bags
- Dairy cattle feed pellets, 25 kg bags
- Silage wrap film, 750 mm rolls
Preparation guide
Example workflow
Match the quotation
Example: take "Spring barley seed, 1-tonne bulk bags" 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 "Silage wrap film, 750 mm rolls", 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.
On a farm, an input that arrives two weeks late is worth less than one that arrives on time at a higher price: the seed has to go in while the soil is right, and the fertiliser before the rain. A farm inputs order is therefore written around dates as much as prices. This template lists seed, fertiliser, feed and film by bag size, asks for a delivery window and records whether the price is fixed or follows the market.
Fields to prepare
- Deliverables and line items
- Spring barley seed, 1-tonne bulk bags, Compound fertiliser 20-10-10, 600 kg bags, Dairy cattle feed pellets, 25 kg bags, Silage wrap film, 750 mm rolls: state the quantity, unit and agreed price for each line, as the supplier quoted it.
- Spring barley seed, 1-tonne bulk bags
- Name the variety, the treatment and the lot number the supplier quotes, and ask for the germination figure on the bag label so that you can check it at delivery.
- Compound fertiliser 20-10-10, 600 kg bags
- Give the analysis as the label prints it and the bag size; the same nutrient ratio from another maker can spread differently, so say if a substitute is acceptable.
- Dairy cattle feed pellets, 25 kg bags
- Name the species, the age group and the pellet size, since a ration for lactating cows is not interchangeable with one for calves; the supplier’s product code settles it.
- Silage wrap film, 750 mm rolls
- Give the roll width and thickness and the number of rolls per pallet, so that your quantity matches how the supplier loads and charges carriage.
- 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
- Say the delivery window against sowing, spreading or feeding dates, whether the price is fixed now or set on the day of delivery, and who unloads bulk bags on the farm.
Before sending
- Does “Spring barley seed, 1-tonne bulk bags” match the supplier’s quotation in specification, quantity and price?
- Are a delivery date and a receiver agreed for “Compound fertiliser 20-10-10, 600 kg bags”?
- Has the budget holder approved the spend on “Dairy cattle feed pellets, 25 kg bags”?
Show 4 more
- Does “Silage wrap film, 750 mm rolls” 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 |
|---|---|---|
| Spring barley seed, 1-tonne bulk bags | 4 × $640.00 | $2,560.00 |
| Compound fertiliser 20-10-10, 600 kg bags | 8 × $395.00 | $3,160.00 |
| Dairy cattle feed pellets, 25 kg bags | 120 × $14.50 | $1,740.00 |
| Silage wrap film, 750 mm rolls | 30 × $135.00 | $4,050.00 |
| Subtotal | $11,510.00 | |
| Sales tax (8%) | $920.80 | |
| Total | $12,430.80 | |
Order value $11,510.00, sales tax $920.80, order total $12,430.80.
- The order accepts quotation Q-FI-0381.
- Delivery is due 9 days 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
Should the price be fixed on the order or set on the day of delivery?
Write which. A fixed price protects the budget if markets rise but may leave you above the market when the load arrives; a delivery-day price follows the market both ways. State the basis, such as the supplier’s list price on that date.
Who unloads bulk bags and where do they go?
Say whether the farm has a loader or telehandler, which gate the truck can use and where the bags are set down. A driver who cannot unload will not leave a tonne of seed by the road, and the second trip is charged.
How is the sales tax worked out on this purchase order?
The worked example above uses an example rate of 8%: $920.80 on a net amount of $11,510.00, for a total of $12,430.80. The editor recalculates all three when you change a quantity, a price or the country.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Read next
Reading for the Farm inputs 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.