Salon products purchase order template
Salon products purchase order template: colour by shade number, developer strengths, backbar and retail lines on separate rows, with delivery details.
Templates by industry
- Permanent hair colour, 60 ml tubes, assorted shades
- Cream developer 6%, 1 litre bottles
- Backbar shampoo and conditioner, 1 litre
- Retail styling products for the shelf
Preparation guide
Example workflow
Match the quotation
Example: take "Permanent hair colour, 60 ml tubes, assorted shades" 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 "Retail styling products for the shelf", 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 salon’s shelves run on shade numbers. Run out of a 6.0 and the Saturday appointments are in trouble, but a tube of the wrong tone arrives looking just like the right one. An order for a colour line therefore works from the stock sheet, one row per shade or strength, and keeps the backbar goods the stylists use at the basin apart from the retail goods that sit on the shelf and carry a different margin.
Fields to prepare
- Deliverables and line items
- Permanent hair colour, 60 ml tubes, assorted shades, Cream developer 6%, 1 litre bottles, Backbar shampoo and conditioner, 1 litre, Retail styling products for the shelf: state the quantity, unit and agreed price for each line, as the supplier quoted it.
- Permanent hair colour, 60 ml tubes, assorted shades
- Add the shade numbers and the count per shade in the notes; one tube of a rarely used tone is cheaper than a client turned away.
- Cream developer 6%, 1 litre bottles
- Order developer by strength and match it to the colour line; a 6% developer in a formula that calls for 9% changes the lift and the result.
- Backbar shampoo and conditioner, 1 litre
- One-litre bottles are for the basin and are usually priced much lower per millilitre than retail sizes, so keep them on a separate row from the bottles you sell.
- Retail styling products for the shelf
- List retail products by name and size and note the price they sell at, so that the margin is visible before the labels go on the shelf.
- 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
- List colours by shade number, match each developer strength to the colours it goes with, and mark which products are for the backbar and which are for retail.
Before sending
- Does “Permanent hair colour, 60 ml tubes, assorted shades” match the supplier’s quotation in specification, quantity and price?
- Are a delivery date and a receiver agreed for “Cream developer 6%, 1 litre bottles”?
- Has the budget holder approved the spend on “Backbar shampoo and conditioner, 1 litre”?
Show 4 more
- Does “Retail styling products for the shelf” 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 |
|---|---|---|
| Permanent hair colour, 60 ml tubes, assorted shades | 36 × $6.80 | $244.80 |
| Cream developer 6%, 1 litre bottles | 12 × $7.50 | $90.00 |
| Backbar shampoo and conditioner, 1 litre | 8 × $21.00 | $168.00 |
| Retail styling products for the shelf | 24 × $11.50 | $276.00 |
| Subtotal | $778.80 | |
| Sales tax (8%) | $62.30 | |
| Total | $841.10 | |
Order value $778.80, sales tax $62.30, order total $841.10.
- The order accepts quotation Q-SP-4408.
- Delivery is due 3 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
Some brands only sell to licensed stylists. What goes on the order?
Put the licence or trade account number the supplier asked for in the notes, with the name on the account. Without it, a distributor that restricts a professional line will hold the order until it is supplied.
How much should I order of products with a shelf life?
About two to three months of use. Colour and developer are best used within the date on the pack, and a bulk discount on a tube that takes a year to finish is not a saving.
How is the sales tax worked out on this purchase order?
The worked example above uses an example rate of 8%: $62.30 on a net amount of $778.80, for a total of $841.10. The editor recalculates all three when you change a quantity, a price or the country.
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.
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 Salon products 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.