School classroom supplies purchase order template
School classroom supplies purchase order template: exercise books, markers, card and paint by pack size, with budget code, approver and delivery before term.
Templates by industry
- Exercise books, A4, 64 pages, packs of 50
- Whiteboard markers, assorted, boxes of 12
- Coloured card, A3, packs of 100
- Water-based paint sets, class set of 30
Preparation guide
Example workflow
Match the quotation
Example: take "Exercise books, A4, 64 pages, packs of 50" 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 "Water-based paint sets, class set of 30", 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 school buys in two rhythms: a big order before the term starts and small top-ups through it. Money comes from budgets that belong to departments, so the order has to say whose pot it draws on and who signed it off. This template lists the usual consumables by pack size, leaves room for the budget code, and asks for delivery to the classroom stores before the first lesson, not to the front office on the last day of the holiday.
Fields to prepare
- Deliverables and line items
- Exercise books, A4, 64 pages, packs of 50, Whiteboard markers, assorted, boxes of 12, Coloured card, A3, packs of 100, Water-based paint sets, class set of 30: state the quantity, unit and agreed price for each line, as the supplier quoted it.
- Exercise books, A4, 64 pages, packs of 50
- State the ruling (squared, lined or plain) and the cover colour per class; an A4 book with the wrong ruling is useless for the maths lesson it was bought for.
- Whiteboard markers, assorted, boxes of 12
- Ask for black, blue, red and green in the proportion teachers use; a box of twelve that is half yellow is mostly waste.
- Coloured card, A3, packs of 100
- Specify the weight in grams and the colour mix; thin card curls under glue, and a mixed pack of 100 may hold only two shades.
- Water-based paint sets, class set of 30
- A class set means one set per pupil or per table, so write which, and read the age guidance on the label yourself rather than trusting the product name.
- 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
- Name the department or class the order is for, the budget code it is charged to, the person who approved it and the date it must be in the building.
Before sending
- Does “Exercise books, A4, 64 pages, packs of 50” match the supplier’s quotation in specification, quantity and price?
- Are a delivery date and a receiver agreed for “Whiteboard markers, assorted, boxes of 12”?
- Has the budget holder approved the spend on “Coloured card, A3, packs of 100”?
Show 4 more
- Does “Water-based paint sets, class set of 30” 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 |
|---|---|---|
| Exercise books, A4, 64 pages, packs of 50 | 30 × $14.00 | $420.00 |
| Whiteboard markers, assorted, boxes of 12 | 20 × $6.50 | $130.00 |
| Coloured card, A3, packs of 100 | 12 × $9.00 | $108.00 |
| Water-based paint sets, class set of 30 | 6 × $38.00 | $228.00 |
| Subtotal | $886.00 | |
| Sales tax (8%) | $70.88 | |
| Total | $956.88 | |
Order value $886.00, sales tax $70.88, order total $956.88.
- The order accepts quotation Q-SCH-0914.
- Delivery is due 10 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
Can I send the same order to two suppliers to compare prices?
Compare on the quotes, then place the order with one supplier only. Sending identical orders to two firms commits the school twice, and the second delivery may arrive without anyone having the budget for it.
What should I do about delivery during school holidays?
Name a day and a person who will be on site, with the entrance to use and the opening hours of the stores. A driver who finds the school closed takes the load back, and the second trip lands on your budget.
How is the sales tax worked out on this purchase order?
The worked example above uses an example rate of 8%: $70.88 on a net amount of $886.00, for a total of $956.88. 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 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 School classroom 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.