Medical supplies purchase order template
Medical supplies purchase order template for clinics: gloves, swabs, couch roll and hand rub by catalogue number and pack size, with substitution rules.
Templates by industry
- Nitrile examination gloves, size M, boxes of 100
- Sterile gauze swabs, 10×10 cm, packs of 100
- Paper couch roll, 50 cm × 40 m
- Alcohol hand rub, 500 ml pump bottles
Preparation guide
Example workflow
Match the quotation
Example: take "Nitrile examination gloves, size M, boxes of 100" 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 "Alcohol hand rub, 500 ml pump bottles", 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 clinic rarely orders one thing. The supplier’s list mixes boxes, packs and cases, so a line that says only “gloves” can bring a hundred times too many or the wrong size. This order names each consumable by catalogue number and pack size, sets out what the supplier may substitute, and says who approves the order and where the goods go in. A practice manager can then reorder the same list every month and change only the quantities.
Fields to prepare
- Deliverables and line items
- Nitrile examination gloves, size M, boxes of 100, Sterile gauze swabs, 10×10 cm, packs of 100, Paper couch roll, 50 cm × 40 m, Alcohol hand rub, 500 ml pump bottles: state the quantity, unit and agreed price for each line, as the supplier quoted it.
- Nitrile examination gloves, size M, boxes of 100
- Write the size and material in full; a switch from nitrile to vinyl or from M to L changes fit and skin reaction, so mark the line “no substitute”.
- Sterile gauze swabs, 10×10 cm, packs of 100
- Sterile swabs come as single packs or in bulk; state which, and give the minimum shelf life left at delivery so that near-expiry stock is not sent.
- Paper couch roll, 50 cm × 40 m
- Check the holder on the couch before ordering, because width and core size must fit; a cheaper 45 cm roll will simply not sit in it.
- Alcohol hand rub, 500 ml pump bottles
- Ask the supplier how alcohol-based liquid is shipped, since carriers often handle it separately, and note a goods-in time when someone is there to receive it.
- 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
- Give the supplier’s catalogue number and pack size on every line, say whether a substitute brand may be sent, and state the shortest shelf life you will accept on dated items.
Before sending
- Does “Nitrile examination gloves, size M, boxes of 100” match the supplier’s quotation in specification, quantity and price?
- Are a delivery date and a receiver agreed for “Sterile gauze swabs, 10×10 cm, packs of 100”?
- Has the budget holder approved the spend on “Paper couch roll, 50 cm × 40 m”?
Show 4 more
- Does “Alcohol hand rub, 500 ml pump bottles” 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: a monthly restock for a small clinic
The figures are an example, in dollars. A practice reorders its usual consumables: 48 boxes of gloves, 30 packs of gauze, 12 rolls of couch paper and 36 bottles of hand rub, each at the supplier’s catalogue price.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Nitrile examination gloves, size M, boxes of 100 | 48 × $6.50 | $312.00 |
| Sterile gauze swabs, 10×10 cm, packs of 100 | 30 × $5.20 | $156.00 |
| Paper couch roll, 50 cm × 40 m | 12 × $11.00 | $132.00 |
| Alcohol hand rub, 500 ml pump bottles | 36 × $4.50 | $162.00 |
| Total | $762.00 | |
The four lines come to $762.00. Nothing else is added in this example: if your supplier charges tax or carriage, those go in the tax field and on a line of their own. Because every line names its pack, next month’s order only needs the quantities changed.
Common mistakes on a medical supplies order
- Ordering “gloves” without size and material and leaving the choice to the supplier.
- Mixing units, so the order says 2,000 where the price list means 20 boxes.
- Leaving out the minimum shelf life, which lets near-expiry stock be cleared onto you.
- Naming no one to approve a substitution, so the order waits while the supplier tries to reach the surgery.
- Adding an item the supplier sells only to approved accounts, which can hold the whole order for checks.
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
Can the supplier swap in a different brand of glove if mine is out of stock?
Only if the order says so. Write “no substitute” on lines where fit or material matters, name who may approve an alternative by phone, and ask for any swap to be confirmed by email before dispatch.
How do I ask for a minimum shelf life on dated items?
Add it to the line or the notes, for example “at least 18 months before expiry on delivery”. Choose the figure from how fast you use a box, so the stock arrives with time left to use it.
Should I order by single unit or by box?
By the unit the supplier sells, written on the line: “20 boxes of 100”, not “2,000 gloves”. The quantity column then counts boxes, so your order and the supplier’s price list use the same unit.
Who should be named as the person who authorises the order?
One named person with spending authority, usually the practice manager. Suppliers with account limits often hold an order that carries no name, and the name tells them whom to call about a substitution.
Where do I put a rear entrance or a goods-in time?
Put the street address in the delivery address field and the access details in the notes: rear door, goods-in hours, who signs. A driver who finds the front door locked at 8 a.m. will otherwise leave a card.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Medical supplies 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.