Hardware store stock purchase order template
Hardware store stock purchase order template: screws, sealants, hose and batteries by box and carton, with item codes, barcodes and the carriage-free limit.
Templates by industry
- Countersunk wood screws, 4×40 mm, boxes of 200
- Clear silicone sealant, 310 ml cartridges, cartons of 24
- Garden hose, 25 m, 12.5 mm bore
- Cordless drill batteries, 18 V
Preparation guide
Example workflow
Match the quotation
Example: take "Countersunk wood screws, 4×40 mm, boxes of 200" 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 "Cordless drill batteries, 18 V", 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 hardware shop sells thousands of small things and restocks them from a wholesaler’s price list, in boxes and cartons that rarely match what the shelf holds. The skill in the order is in the unit: ten boxes of screws is not ten screws, and a carton of 24 sealant cartridges is a lot for a shop that sells three a week. This template lists the stock by wholesaler code, makes the order unit explicit and leaves space for the carriage-free limit.
Fields to prepare
- Deliverables and line items
- Countersunk wood screws, 4×40 mm, boxes of 200, Clear silicone sealant, 310 ml cartridges, cartons of 24, Garden hose, 25 m, 12.5 mm bore, Cordless drill batteries, 18 V: state the quantity, unit and agreed price for each line, as the supplier quoted it.
- Countersunk wood screws, 4×40 mm, boxes of 200
- Give the box size and the head type; screws of the same length differ by drive and head, and a wrong box ends up on the shelf under the right label.
- Clear silicone sealant, 310 ml cartridges, cartons of 24
- Cartons of 24 move slowly at three a week, so order half a carton if the wholesaler allows it, and note the colour; clear and white are different codes.
- Garden hose, 25 m, 12.5 mm bore
- Check whether hose is sold per coil and whether its bore fits the connectors you stock; a seasonal item like this is ordered once, early.
- Cordless drill batteries, 18 V
- Batteries fit one brand’s tools only, so write the maker and the model family, and ask the wholesaler whether couriers restrict how they are sent.
- 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
- Order in the wholesaler’s carton or box quantity, give the item code and barcode, and note the carriage-free threshold so that a small top-up does not carry a delivery charge.
Before sending
- Does “Countersunk wood screws, 4×40 mm, boxes of 200” match the supplier’s quotation in specification, quantity and price?
- Are a delivery date and a receiver agreed for “Clear silicone sealant, 310 ml cartridges, cartons of 24”?
- Has the budget holder approved the spend on “Garden hose, 25 m, 12.5 mm bore”?
Show 4 more
- Does “Cordless drill batteries, 18 V” 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 |
|---|---|---|
| Countersunk wood screws, 4×40 mm, boxes of 200 | 20 × $5.40 | $108.00 |
| Clear silicone sealant, 310 ml cartridges, cartons of 24 | 8 × $38.00 | $304.00 |
| Garden hose, 25 m, 12.5 mm bore | 10 × $24.00 | $240.00 |
| Cordless drill batteries, 18 V | 6 × $52.00 | $312.00 |
| Subtotal | $964.00 | |
| Sales tax (8%) | $77.12 | |
| Total | $1,041.12 | |
Order value $964.00, sales tax $77.12, order total $1,041.12.
- The order accepts quotation Q-HW-1972.
- Delivery is due 4 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 I put a barcode number on the order?
Yes, when the wholesaler’s list shows one. A barcode confirms the exact pack even when two items share a description, and it lets you scan the delivery in against the order at the shelf.
How do I avoid paying delivery on small top-up orders?
Find the carriage-free value in the wholesaler’s terms and combine top-ups into one weekly order that reaches it. Write the limit in the notes, so that whoever orders next week sees why the order waits.
How is the sales tax worked out on this purchase order?
The worked example above uses an example rate of 8%: $77.12 on a net amount of $964.00, for a total of $1,041.12. The editor recalculates all three when you change a quantity, a price or the country.
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.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Hardware store stock purchase order template: Quote, proforma, invoice, receipt, credit note: which to use and Estimate vs quote: what binds you, with a remodeling example. When the goods arrive, match them to this order with the Delivery note template.