Free tool

A cafe purchase order: each supply with its unit and the date you need it.

A cafe buys beans by the kilo, milk by the litre and cups by the carton; some of it spoils fast and some keeps a month. The unit stops weight, volume and count being mixed up, and the needed-by date tells the supplier the milk is wanted tomorrow while the cups can wait a week. This template adds those two columns, with sample rows for common supplies, and the costs are blank.

Sample rows: Cafes

Examples only; prices are blank for you to fill.

ItemUnitQtyUnit costTotalNeeded by
Roasted coffee beanskg102026-11-03
Full-fat milklitre402026-11-02
Sugarkg202026-11-07
Black teakg52026-11-07
Cocoa powderkg32026-11-10
Flavour syruplitre62026-11-10
Paper cups 8 ozcarton82026-11-08
Cup lidscarton82026-11-08
Mineral water 0.5 Lcarton102026-11-05

Download

Plain files with no macros; they work in Excel, Google Sheets and LibreOffice.

Common questions

What is the needed-by date for?

It tells the urgent order from the routine one so the supplier can plan delivery. Fresh items like milk need a near date and dry goods like sugar do not, so do not put today on all of them.

Order cups by the carton or by the piece?

Order in the unit your supplier sells in and write it in the unit column; if that is a carton, the unit cost is the carton price. Do not mix two units for one item across orders, or the cost per cup goes wrong.

Does the template track shelf life and storage?

No, it is a purchase order only. Check the production date on fresh items at receipt and shelve them so the oldest is used first.

More free tools

Dashing does this for every item, automatically, in your shop.

Start freeAll features