Standardized ordering resources to streamline your procurement process
Introduction to Ordering Templates
Office Elements provides a comprehensive set of ordering templates and forms designed to simplify and standardize your office supply procurement process. These resources help ensure accuracy, improve efficiency, and maintain consistent ordering practices across your organization. This guide explains the various templates available, how to customize them for your specific needs, and best practices for implementation.
Important: All templates provided can be customized to fit your organization's specific requirements. For assistance with template customization, please contact your dedicated account manager or our customer service team at 1-800-555-0123.
Standard Office Supply Order Forms
General Office Supply Order Form
Our comprehensive general order form covers all standard office supply categories with organized sections for easy navigation and completion.
General Office Supply Order Form
Format: Excel (.xlsx), PDF (fillable), Google Sheets
Features:
Pre-populated with common office supplies and SKU numbers
Auto-calculating fields for quantity, price, and totals
Tip: Product category-specific order forms are ideal for departments with specialized needs, such as marketing departments that regularly order a wide variety of paper products or administrative teams responsible for maintaining filing systems.
Bulk Ordering Templates
Monthly Bulk Order Planner
Designed for organizations that place regular large-volume orders, this template helps plan and track recurring bulk purchases:
Monthly Bulk Order Planner
Format: Excel (.xlsx), Google Sheets
Features:
12-month planning calendar with automatic reorder scheduling
Important: Custom printed and branded items typically require longer lead times than standard office supplies. Please allow 2-3 weeks for production and delivery of most custom items after proof approval. Rush options may be available for an additional fee.
Note: Enterprise customers with ERP integration needs should contact their account manager to arrange a consultation with our integration specialists who can provide custom templates specific to your systems.
Approval Workflow Templates
Multi-Level Approval Forms
Templates designed to facilitate orderly approval processes:
Purchase Approval Workflow
Format: Excel (.xlsx), PDF (fillable), Word (.docx)
Features:
Configurable approval thresholds
Multi-level signature requirements based on order value
Follow these best practices when customizing our templates:
Preserve Structure: Maintain the core structure of the template to ensure compatibility with our ordering systems
Add Company Information: Insert your company logo, name, and contact information in the designated areas
Department Customization: Modify department lists to match your organizational structure
Approval Flow: Adjust approval thresholds and signatories to align with your internal policies
Product Customization: Add frequently ordered items to create a personalized catalog within the template
Budget Fields: Modify budget categories and allocation fields to match your financial structure
Template Lock and Protection
To maintain template integrity while allowing customization:
Excel templates include unlocked cells for customization while formula cells are protected
PDF forms have editable fields while maintaining document structure
Word templates use content controls to guide customization
Tip: If you need assistance with advanced template customization, our Customer Solutions team can provide personalized support. For large organizations, we offer complete template redesign services to match your branding and procurement processes.
Implementation Best Practices
Rollout Strategy
Successfully implementing new ordering templates requires careful planning:
Assessment: Evaluate current ordering processes and identify improvement opportunities
Template Selection: Choose the appropriate templates based on your organization's needs
Customization: Modify templates to reflect your organization's structure and requirements
Testing: Conduct a pilot test with a small group of users to identify any issues
Training: Provide comprehensive training to all staff who will use the templates
Phased Implementation: Roll out templates gradually, department by department
Feedback Collection: Gather user feedback and make necessary adjustments
Full Deployment: Implement templates organization-wide once refined
User Training Resources
Office Elements provides these resources to help train your staff:
Quick Start Guides: Basic instructions for immediate template use
Video Tutorials: Step-by-step demonstrations of template completion
Online Training Sessions: Live webinars for procurement staff
Administrator Guides: Detailed documentation for system administrators
Train-the-Trainer Materials: Resources for internal training programs
Template Update and Maintenance
Version Control
Maintaining consistent template versions across your organization:
All templates include version numbers and last updated dates
Consider establishing a central repository for the most current versions
Implement a notification system for template updates
Document change history for each template version
Annual Review Process
We recommend conducting an annual review of your ordering templates to ensure they remain effective:
Evaluate template usage and compliance
Identify bottlenecks or friction points in the ordering process
Update product lists and pricing information
Revise approval workflows as organizational structures change
Incorporate user feedback and improvement suggestions
Note: Office Elements typically updates our standard templates annually. Your account manager will notify you when new versions are available and can assist with transitioning to updated templates.