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Delivery Order Template In Excel

Monday, July 14th 2025. | Order Templates

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Delivery Order Template in Excel Delivery orders are essential documents in logistics and supply chain management. They authorize the delivery of goods from a warehouse or distribution center to a customer. A well-structured delivery order template can streamline the delivery process, minimize errors, and improve efficiency. Excel offers a versatile platform for creating and managing such templates. Here’s a comprehensive guide to designing an effective delivery order template in Excel: **Why Use Excel for Delivery Order Templates?** Excel provides several advantages for creating delivery order templates: * **Accessibility:** Most businesses already have Excel installed, eliminating the need for specialized software. * **Customization:** Excel offers extensive formatting and formula capabilities, allowing for highly customized templates. * **Ease of Use:** Even users with basic Excel knowledge can create and modify templates. * **Data Management:** Excel can store and manage delivery order data, facilitating tracking and reporting. * **Integration:** Excel can be integrated with other systems for data import and export. **Key Elements of a Delivery Order Template** A comprehensive delivery order template should include the following elements: 1. **Header Information:** * **Company Logo and Name:** Display your company logo and name prominently at the top of the template. * **Delivery Order Number:** A unique sequential number to identify each delivery order (e.g., DO-0001, DO-0002). Implement an auto-numbering system using Excel formulas. * **Date of Issue:** The date the delivery order was created. * **Company Address and Contact Information:** Include your company’s full address, phone number, email, and website. 2. **Customer Information:** * **Customer Name:** The name of the customer receiving the delivery. * **Delivery Address:** The complete and accurate delivery address, including street address, city, state, and zip code. * **Contact Person:** The name of the person to contact at the delivery location. * **Phone Number:** The contact person’s phone number. * **Customer Account Number (Optional):** If applicable, include the customer’s account number for internal tracking. 3. **Order Information:** * **Sales Order Number (Reference):** The number of the sales order that triggered the delivery. * **Order Date:** The date the sales order was placed. * **Shipping Method:** Specify the shipping method used (e.g., ground, express, freight). * **Payment Terms:** Indicate the payment terms agreed upon with the customer (e.g., Net 30, COD). 4. **Item Details:** * **Item Number/SKU:** A unique identifier for each item being delivered. * **Description:** A detailed description of the item. * **Quantity:** The quantity of each item being delivered. * **Unit of Measure:** The unit of measurement for each item (e.g., pieces, boxes, kilograms). * **Unit Price (Optional):** The price per unit of each item. * **Total Price (Optional):** The total price for each item (quantity * unit price). 5. **Delivery Details:** * **Delivery Date:** The scheduled or actual delivery date. * **Delivery Time (Optional):** The scheduled or actual delivery time. * **Special Instructions:** Any specific instructions for the delivery driver (e.g., “Ring the doorbell,” “Deliver to back entrance”). * **Driver Name:** The name of the delivery driver assigned to the delivery. * **Vehicle Number:** The license plate number or vehicle identification number (VIN) of the delivery vehicle. 6. **Summary and Authorization:** * **Subtotal (Optional):** The sum of the total prices of all items. * **Shipping Charges (Optional):** The cost of shipping the items. * **Taxes (Optional):** The applicable taxes on the order. * **Total Amount Due (Optional):** The total amount owed by the customer (subtotal + shipping charges + taxes). * **Prepared By:** The name of the person who prepared the delivery order. * **Authorized By:** The name and signature (physical or electronic) of the person who authorized the delivery. * **Customer Signature:** A space for the customer to sign upon receipt of the delivery. * **Date Received:** The date the customer received the delivery. **Creating the Template in Excel** 1. **Open a New Workbook:** Open Microsoft Excel and create a new blank workbook. 2. **Set Up Column Headers:** Enter the column headers described above in the first row of the spreadsheet (e.g., A1: Company Logo, B1: Delivery Order Number, C1: Date of Issue, etc.). 3. **Format the Headers:** Format the headers to make them visually appealing and easy to read. Use bold font, different background colors, and adjust column widths as needed. 4. **Enter Sample Data:** Enter sample data into the template to test its functionality and appearance. 5. **Implement Auto-Numbering:** Use the `ROW()` function or a combination of `IF()` and `MAX()` functions to automatically generate delivery order numbers. For example, in cell B2, enter the formula `=IF(A2<>“”, “DO-“&TEXT(ROW()-1,”0000”), “”)`. This formula will generate a delivery order number (e.g., DO-0001) if there is data in cell A2. 6. **Data Validation:** Use data validation to ensure data accuracy and consistency. For example, create a dropdown list for the “Shipping Method” column with predefined options like “Ground,” “Express,” and “Freight.” 7. **Formulas for Calculations:** Implement formulas to automatically calculate the total price for each item (quantity * unit price) and the total amount due. Use the `SUM()` function to calculate the subtotal, shipping charges, taxes, and total amount due. 8. **Formatting for Printing:** Adjust the page layout and print settings to ensure the template prints correctly. Set margins, headers, and footers as needed. 9. **Protect the Template (Optional):** Protect the template to prevent accidental changes to the layout or formulas. Go to the “Review” tab and click “Protect Sheet.” **Tips for Effective Delivery Order Templates:** * **Use Clear and Concise Language:** Avoid jargon and use clear, easy-to-understand language. * **Ensure Accuracy:** Double-check all data for accuracy to avoid errors in delivery. * **Keep it Simple:** Avoid unnecessary complexity and focus on essential information. * **Use Color Coding:** Use color coding to highlight important information or status updates. * **Store Templates Securely:** Store the template in a secure location and back it up regularly. By following these guidelines, you can create a professional and efficient delivery order template in Excel that will streamline your delivery process and improve customer satisfaction. Remember to customize the template to meet your specific business needs.