Wholesale purchase orders managed through email, phone calls, or unstructured spreadsheets create the conditions for errors that are expensive to correct. Quantities are miscommunicated. Billing and shipping addresses differ between what was agreed and what was submitted. Unit prices and totals are calculated manually, introducing arithmetic risk. And when an order needs to be referenced after the fact — to resolve a discrepancy with a supplier, reconcile a delivery, or review historical spend — the record is wherever someone filed it, not in a searchable, structured system.
The Wholesale Purchase Order template for SharePoint, built with Infowise Ultimate Forms, provides a structured, comprehensive purchase order form that captures every detail of a bulk order — contact information, billing and shipping addresses, product line items with automatic cost calculation, and delivery expectations — in a centralized SharePoint record that procurement and finance teams can search, track, and act on.
How it works
Contact and company information
The order begins with the buyer's contact and company details — organization name, contact person, email address, and phone number. This information is captured consistently across every order, ensuring that the full context of who placed an order is recorded alongside the order itself and immediately retrievable without searching through correspondence.
Billing and shipping details
Separate billing and shipping address sections allow orders to be routed to the correct locations without ambiguity. When billing and shipping addresses differ — which is common in wholesale operations with multiple locations or delivery sites — both are captured explicitly within the order record, eliminating the miscommunication that occurs when addresses are assumed or inferred from previous orders.
Product line items with automatic calculation
The core of the order form is a repeating product table where each item being ordered is entered as a line item. Each line captures the product name or code, the quantity ordered, and the unit price. The total price for each line is calculated automatically, and the overall order total is summed across all line items without any manual arithmetic. This automatic calculation eliminates the risk of pricing errors and ensures the order record always reflects an accurate cost figure.
Order and delivery dates
The form captures the order date and the expected delivery date for each order, giving procurement and operations teams the information needed to manage supplier timelines, plan inventory restocking, and follow up on late deliveries. With delivery dates visible in a searchable SharePoint list, identifying overdue orders or upcoming deliveries is a matter of applying a filter rather than reviewing individual records.
A centralized order record
Every completed purchase order is stored as a structured record in a standard SharePoint list. Procurement and finance teams have a single, searchable view of all orders — filterable by supplier, product, order date, delivery date, or status — giving full visibility of outstanding commitments and historical transactions without relying on a separate procurement system or email archive.
What you get
- A structured wholesale purchase order form capturing contact details, billing and shipping addresses, and product line items
- Automatic per-line and overall order total calculation — no manual arithmetic required
- Order date and expected delivery date capture for supplier timeline management
- Every order stored as a structured, searchable record in a centralized SharePoint list
- Full visibility of all outstanding and historical orders filterable by any column
- Configurable product categories, columns, and layout to match your organization's wholesale purchasing process
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Wholesale Purchase Order system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All order records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
