Wholesale Order Form for Makers

Who this is for

An order form for your stockists. Shops order in your pack sizes at your wholesale prices; the form totals the order and checks it against your minimum.

Makers who sell to independent shops and galleries and want every wholesale order to arrive in the same clear format, ready to pick, pack and invoice.

What this helps you track

• The retailer, delivery address and the date the stock is needed
• Each line by product code, pack size and number of packs
• Units and line totals at your own wholesale prices
• Subtotal, delivery charge and order total
• Whether the order reaches your minimum order value

How to use it

1. Fill in your minimum order value and delivery charge before sending the form, and write your details and payment terms in the box at the foot.
2. Send it to the shop on paper, as a PDF or as the workbook, with your product codes and pack sizes to hand.
3. The retailer fills in their name, delivery address, order date and the date they need the stock.
4. For each product they enter the code, description, pack size, your wholesale unit price and the number of packs.
5. Units, line totals, the order total and the minimum order shortfall work out by themselves in the browser and the workbook.
6. Both sign the form once the order is agreed, and keep a copy each.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Why order in packs rather than single items?

Many makers sell wholesale in fixed packs, such as six cards or four mugs, so every order packs neatly. If you sell single units, enter a pack size of 1 and the form works the same way.

What minimum order value should I set?

That is your decision, based on your own costs and time. The form has a box for the figure you choose and shows any shortfall; it does not suggest a value.

Does this replace an invoice?

No. It is the shop's order. Once you have packed and sent the stock, raise your own invoice for what was actually delivered, with any tax you are required to show where you are.

Can the retailer fill it in online?

Yes. The browser version works out the totals as they type and saves in their own browser. They can print it or save it as a PDF to send back to you.