# Restaurant purchase order template: packs, delivery and confirmation

Download a restaurant purchase order template with pack rounding, supplier minimums, freight, delivery and confirmation fields, plus a worked example.

> A restaurant purchase order should identify the supplier, delivery site, product specification, supplier pack, quantity, agreed price, freight and requested arrival. Keep internal approval, external sending and supplier confirmation as separate records. Use the downloadable CSV to prepare an order and connect its reference to the actual receipt and invoice.

Kivloo editorial team · 2026-10-31T07:13:08.706Z

## Identify the order and the exact product

Give each order a unique reference and revision, then record the supplier, offer reference, buyer, site and delivery contact. A product name alone is too vague: include the supplier SKU, specification and allowed substitution rule. State whether quantities mean cases, individual units, kilograms or litres. BCcampus describes purchasing specifications and pack rounding; your own supplier offer determines the actual pack and commercial terms. Do not copy yesterday’s price without checking whether the offer still applies.

[BCcampus · Purchasing](https://opentextbc.ca/basickitchenandfoodservicemanagement/chapter/purchasing/)

## Convert the need into supplier packs

Fictional example: the kitchen needs another 11 kg after checking usable stock and existing incoming orders. One supplier case contains 2.5 kg. Rounding 11 ÷ 2.5 upward gives five cases, or 12.5 kg. The offer requires at least six cases, so the proposed order becomes six cases, or 15 kg. That leaves 4 kg above the immediate need. Minimum quantity here is six cases, not six kilograms. Confirm storage capacity, shelf life and a realistic use for that excess before approval.

[BCcampus · Purchasing](https://opentextbc.ca/basickitchenandfoodservicemanagement/chapter/purchasing/)

## Check dates, freight and unresolved terms

At 18 per case, six cases cost 108; add freight of 12 once for an order total of 120 before applicable taxes. These are fictional amounts in one currency, not a supplier quotation. The total is not 120 per kilogram. Keep tax treatment, payment terms, lead time, order cutoff and requested delivery window explicit. A two-day lead time is a planning assumption until the supplier confirms the calendar and availability. Unknown charges or dates stay unresolved rather than becoming zero or guaranteed delivery.

## Example record and review decision

The sample DEMO-PO-001 is a draft, not sent. Its reviewer spots that five cases meet pack rounding but fail the supplier minimum. The revised quantity of six cases is held for review until someone confirms the extra 4 kg can be used safely. No approver, sent timestamp or supplier confirmation is invented. If the excess cannot be justified, request another pack, a later delivery or another offer. Record the decision and new revision instead of silently changing the quantity after sending.

## Connect ordered, received and invoiced quantities

At delivery, record actual accepted quantities, receipt reference and any shortfall against the same order. Five received cases would be 12.5 kg, leaving one case or 2.5 kg open against the six-case order. Do not mark the full order received or subtract freight again without checking the agreement. Link the invoice reference separately and investigate differences in pack, price and quantity. This worksheet supports comparison; it does not authorize payment, establish legal terms or replace food-safety receiving checks.

## Use the CSV with the current procurement beta

The CSV has a fictional example column and a separate blank column for your verified order. It is a plain record with evaluated numbers, not a live calculator: recompute pack rounding, minimums and totals after editing. Use one supplier and site per copy; add clearly identified line blocks for more products and charge order-level freight only once. Kivloo’s procurement beta supports reviewed drafts, internal approval, exports and actual receiving. Web setup and connection are required; invoice and scan workflows are web-only. Send orders to suppliers outside the app and record their confirmation.

[Restaurant procurement software: what to test before you buy](https://kivloo.com/en/guides/restaurant-procurement-software)

[Restaurant food cost software: find the margin gaps worth fixing](https://kivloo.com/en/guides/restaurant-food-cost-software-margins)

[Restaurant food cost calculator: stock, transfers and sales](https://kivloo.com/en/guides/restaurant-food-cost-calculator)

[Restaurant supplier price comparison: delivered cost and usable yield](https://kivloo.com/en/guides/restaurant-supplier-price-comparison)

[Kivloo · Procurement beta](https://kivloo.com/features#mobile-procurement)

## Restaurant purchase order template: packs, delivery and confirmation

Fictional example

| Net need | Base units per case | Proposed cases | Proposed base quantity | Total before applicable tax |
| --- | --- | --- | --- | --- |
| 11 kg | 2.5 kg | 6 | 15 kg | 120 |

[Download purchase-order CSV](https://kivloo.com/worksheets/purchase-order-en.csv)

## Does approval send the order?

No. Approval, external sending and supplier acceptance are separate steps. Kivloo internal approval does not dispatch an order.

## Is the CSV an automatic calculator?

No. It contains plain values and a blank order column. Recalculate quantities and totals after any change.

## Continue reading

- [Food batch traceability: connect deliveries, ingredients and finished products](https://kivloo.com/en/guides/food-batch-traceability-records)

- [Restaurant supplier price comparison: delivered cost and usable yield](https://kivloo.com/en/guides/restaurant-supplier-price-comparison)

- [Digital HACCP records: build a temperature log your team can actually use](https://kivloo.com/en/guides/digital-haccp-temperature-records)

- [Workplace safety inspections: turn findings into verified corrective actions](https://kivloo.com/en/guides/workplace-inspections-corrective-actions)

## Sources and further reading

- [BCcampus · Purchasing](https://opentextbc.ca/basickitchenandfoodservicemanagement/chapter/purchasing/)

- [GS1 · Global Traceability Standard](https://www.gs1.org/standards/traceability)

- [Kivloo · Procurement beta](https://kivloo.com/features#mobile-procurement)

Operational guidance, not a certification or a legal assessment. Adapt examples to your site, approved procedures and local requirements. Product links lead to the English website; this guide does not imply a fully translated application or verified hardware compatibility.

Canonical: https://kivloo.com/en/guides/restaurant-purchase-order-template