Put supplier references, SKU quantities and the current specification together before discussing the work you need. Use the field guide here, or start with our blank order brief and change log.
Prepare your order detailsThe order brief has one row per variant. Its columns group the information below. Keep preparation notes separate from the details agreed for the actual order.
For an existing order, attach a redacted copy of the original order and the last confirmed status record. Identify the order and after-sales operators by working-role reference, with sensitive account and payment details removed.
On a narrow screen, scroll within the table. Keyboard: focus the table area and use the left and right arrow keys.
| Field group | What you can prepare | What still needs confirming |
|---|---|---|
| Order and supplier references | Give the brief a reference, revision and date. Add a line reference, supplier reference and product link for each item. | Match each supplier offer and subsequent instruction to the right order line. |
| Existing order and operator roles | Add the existing order reference, order operator reference, after-sales operator reference and last confirmed status record reference. Attach a redacted copy of the original order and that status record. | Confirm which working role operates the order and after-sales, and what the latest record actually confirms. These are role and record references, not login credentials. |
| SKU, variant and quantity | Use one row per colour, size or model. Enter the SKU, description, quantity and unit, such as pieces or sets. | Check the variant split and total against the offer before approving a purchase. |
| Current specification | Identify the specification file and revision. Add any sample, drawing or artwork reference; keep the files together. | After buyer approval, obtain the supplier’s confirmation of the same revision before issuing an execution instruction. Retain the confirmation, acknowledgement and verification records. |
| Order stage and approval | State where the order is now: comparing offers, purchased, awaiting receipt, received or on hold. Record approval status separately. | Identify the decision role, date and actual record, including a rejection or request for clarification. A prepared row alone authorises no purchase or payment. |
| Packing and checks | List packing requirements, requested checks and their current status. Write “to confirm” where the scope is undecided. | Agree the packing version, checking scope, reporting and handling of opened or held goods. |
| UK delivery and receiving | Add the business delivery postcode and known booking, pallet, label or unloading requirements. | Confirm the receiving point, responsibilities and service scope before dispatch. |
| Open questions | Keep missing information and assumptions visible. Mark quantities or measurements that are estimates. | Resolve the questions needed for the next decision and update the brief revision. |
Choose a reference and revision. Gather supplier links, product details and the current specification; unknown fields can stay marked “to confirm”.
Enter each colour, size or model separately. Keep quantity units consistent and reconcile the variant total before sharing the brief.
Link each request to the brief, order line and specification revision. Record possible effects on quantity, cost, timing, packing and checks.
Record the buyer’s decision and evidence. After approval, obtain the supplier’s confirmation of the same revision before issuing an execution instruction. Keep the instruction and acknowledgement references, then verify what was executed. Pending approval or supplier confirmation leaves execution on hold.
This invented example shows a worksheet format. It is not a customer order, quotation or purchasing authorisation. The blank downloads contain none of these example values.
Scroll within the example on a narrow screen. Keyboard: focus the table area and use the left and right arrow keys.
| Line | SKU | Variant | Quantity | Record status |
|---|---|---|---|---|
| DEMO-01 | DEMO-SKU | BLUE | 80 units | Prepared only |
| DEMO-02 | DEMO-SKU | GREY | 40 units | Prepared only |
| TOTAL | 120 units | Purchase not authorised | ||
The request alone does not replace the current figures or authorise execution. The proposed total remains 120 units and still needs confirmation. After buyer approval, confirm the same revision with the supplier before issuing an instruction. Record the acknowledgement, execution and verification separately.
Plan an order change approvalEach file has English column headings and five blank rows for Excel or another spreadsheet editor. Keep SKU and reference columns as text when importing. Use a dated revision when you share the completed record.
Record product references, variants, quantities, packing, checks and UK receiving details. For an existing order, include its reference, order and after-sales operator roles, and the last confirmed status record.
Download blank order briefLink requests to an order line and specification. Record the buyer’s decision and date, then the supplier’s confirmation of that same revision. Keep issued instructions and acknowledgements in the execution record; verify the result separately.
Download blank change logThese are preparation worksheets. Actual scope, charges, payment and approval arrangements need confirmation. A completed worksheet is not an invoice, customs declaration or contract, and does not itself authorise purchasing, payment or dispatch.
Send product links, variant quantities, your current order stage and UK delivery postcode. Mark missing details “to confirm”. Keep passwords, identity documents and bank credentials out of the brief.
