Creating an order form is an essential task for businesses that need to facilitate orders from vendors or suppliers. In this article, we will guide you through the process of creating an order form using Google Forms. Google Forms is a user-friendly tool that allows you to create customized forms for various purposes. By following these step-by-step instructions, you will be able to create an effective purchase order form that makes it easy for vendors to place orders.
What is an Order Form?
An order form, also known as a purchase order, is a document that a buyer submits to a vendor to request products or services. It contains all the necessary details related to the order, such as the item name, description, quantity, price, and payment terms. An order form serves as a legally binding agreement between the buyer and the vendor, ensuring a clear understanding of the transaction.
Step 1: Create a New Google Form
The first step in creating an order form is to log into your Google account and access Google Forms. Once you are on the Google Forms page, click on the “+” icon to create a new form. Give your form a relevant title, such as “Order Form for Office Supplies,” to make it easy to identify.
Step 2: Add Fields to Your Order Form
To create an effective order form, you need to include all the necessary fields that vendors or stakeholders need to complete. These fields may include:
- Item name
- Item description
- Item quantity
- Preferred delivery date
- Discounts and tax adjustments
- Payment terms
- Personal and contact information
- Delivery address
- Unit price and total price
- Payment method
Google Forms offers various question types, such as checkboxes, drop-down lists, and multiple-choice questions, that you can use to create these fields. Make sure to select the appropriate question type for each field to ensure clarity and ease of use.
Consider using multiple-choice options for item selection and checkboxes for quantity selection. You can also add a comment box if you want vendors to provide additional information. Adding images or videos to illustrate the products being ordered can enhance the visual appeal of your form.
Step 3: Customize the Look of Your Order Form
To make your order form visually appealing, Google Forms offers customization options that allow you to personalize its appearance. You can change the background color or add logos and images to match your company’s branding. Additionally, you can customize the font type, size, and color of your form’s questions and answers.
To customize the look of your form, go to the “Themes” tab in Google Forms and select a template that suits your preferences. You can then modify the template to your liking using the available customization options.
Step 4: Select a Response Destination
After customizing the look of your order form, it’s crucial to choose a response destination where all the form responses will be saved and analyzed. You can either select an existing Google Sheet or create a new one for this purpose.
To select a response destination, go to the “Responses” tab in Google Forms and click the three-dot “More” icon in the top-right corner. Then, choose the “Select response destination” option to save all the responses in a Google Sheet.
To stay updated on the form responses, you can enable email notifications by selecting the “Get Email Notifications for new responses” option. This way, you will receive notifications whenever someone completes your order form.
Using Form Publisher for Sharing and Analyzing Responses
While creating an order form is crucial, it is equally important to share the form and analyze the responses efficiently. Google Forms add-on called Form Publisher can help you achieve this seamlessly. Form Publisher allows you to turn your order forms into professionally designed documents, such as PDFs and Microsoft Word documents.
With Form Publisher, you can share your order forms with vendors and other stakeholders, and customize the layout and branding elements of the generated documents for a professional look. The add-on also streamlines the ordering process by automatically generating documents based on your order forms, making it easier to track and process orders accurately.
To start using Form Publisher, you need to connect your Google Form with the add-on and select the type of document you want to generate. You can customize the recipients of the generated documents, whether it’s a single recipient or multiple recipients, such as internal stakeholders and vendors.
Form Publisher will then automatically generate the document and share it with the chosen recipients. You can even set up automatic notifications to keep everyone informed about order status updates or changes to the form.
Creating an order form in Google Forms is a straightforward process that can greatly simplify your business’s ordering procedures. By following the steps outlined in this guide, you will be able to create a customized order form that meets your specific requirements. Remember to customize the look of your form, select a response destination, and consider using Form Publisher for sharing and analyzing the responses. With a well-designed order form, you can streamline your ordering process and ensure efficient communication with your vendors and stakeholders.