Writing Up the
Wholesale Purchase Order

When you write up the purchase order or invoice make sure you make a carbon copy. You keep one copy and give one to the buyer.

After you have written up the order make sure the buyer looks it over and signs it. This will make the order official and protect you incase the buyer says that he or she didn't order all the items that were shipped. You should complete the order form in full showing the following information:

  • Your name, address, telephone number
  • The shop's name and address
  • The buyer's name
  • The date of the order
  • The date required or the date you have agreed that you will have the merchandise to the buyer. It is important to meet this date as future orders could depend upon it
  • If you do not plan to deliver your order in person, your order form should specify the method of shipping (UPS, FEDEX, CANPAR, parcel post, etc.) and who pays the shipping charges
  • Payment terms, such as 2% 10 Net 30. This common term means that your buyer can deduct two percent from the total bill if they send you the money within ten days. If they wait longer than ten days they must send you the full amount within thirty days
  • Exactly what is ordered, by product number or description, size, colour, material, quantity, and so on. Be specific as possible so no uncertainty remains about what is ordered
  • The total price for all items
  • State/Provincial Sales Tax or where applicable sales tax exemption number
  • In Canada: your G.S.T. number and the G.S.T. charged.
  • The grand total of the order.
  • Signature of authorization and date.

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