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Free Excel format

Dealer order sheet format in Excel

The order desk's day book for orders that arrive on WhatsApp, with the confirmation sent back and the evening check. The order format for dealers is on the second sheet.

Download the Excel file.xlsx · 44 KB · 14 columns · no form, no email

What the file looks like

The heading row and the five example rows, as they open in Excel. Under them the file has empty rows that are ready: the lists, the formulas and the colours are already set.

Sheet: Dealer orders14 columns
Order no.DateTimeDealerHow it cameItems and quantityNeeded byTransportConfirmed backPromised dispatchStageLR no. and boxesEntered byEvening check
23189 Oct 202611:20 amGupta Hardware, RohtakWhatsApp textCPVC elbow 1 inch 200 pcs; PVC pipe 1 inch 100 lengths11 Oct 2026Shree TransportDealer said OK10 Oct 2026PackedKavitaTicked
23199 Oct 20261:05 pmSingla Sanitary Store, JindVoice noteBall valve 15 mm 150 pcs; thread seal tape 2 boxes12 Oct 2026usualSent11 Oct 2026NewKavitaTicked
23209 Oct 20265:40 pmMalik Traders, SonipatSame as last timeAs order 2291: PVC pipe 2 inch 60 lengths; solvent cement 2 cartons12 Oct 2026Om RoadwaysDealer said OK10 Oct 2026ConfirmedKavitaMissed and added
23157 Oct 202610:15 amJindal Pipe House, BhiwaniPhoto of a slipCPVC pipe 3/4 inch 300 lengths; CPVC tee 3/4 inch 400 pcs9 Oct 2026Shree TransportDealer said OK9 Oct 2026ConfirmedKavitaTicked
23147 Oct 20269:30 amArora Hardware, PanipatCallGate valve 25 mm 40 pcs9 Oct 2026usualDealer said OK8 Oct 2026DispatchedLR 61204, 2 boxesKavitaTicked
Example rows with invented names. On a phone, slide the sheet sideways to see every column.
  • Red row: The promised dispatch date has passed and the order has not gone.
  • Amber row: The dealer has not confirmed yet: call once.
  • Green row: Dispatched.

The columns, and what to write in each

  1. Order no.

    Your own running number.

  2. Date

    The day the order came.

  3. Time

    When it came. Orders after your cut-off go into tomorrow's plan.

  4. Dealer

    Firm name and city.

  5. How it came

    Shows which dealers need the format most.

    WhatsApp textVoice notePhoto of a slipCallSame as last time
  6. Items and quantity

    Item, size, quantity and unit, one item after another.

  7. Needed by

    The date the dealer asked for.

  8. Transport

    Transporter, or "usual".

  9. Confirmed back

    The dealer's "OK" is the booking.

    SentDealer said OKCalledNo reply
  10. Promised dispatch

    The date you told the dealer.

  11. Stage

    Pick from the list.

    NewConfirmedPackedDispatchedCancelled
  12. LR no. and boxes

    Filled by dispatch.

  13. Entered by

    Name at the order desk.

  14. Evening check

    What the 6 pm check against the chats found.

    TickedMissed and added

How to keep it

  1. Send your dealers the format on the sheet "Order format". Not every dealer will use it: the desk rewrites every voice note and photo into it.
  2. Enter each order here before anything else is done. It gets its number and its promised dispatch date in this sheet.
  3. Send the order back to the dealer for an OK. Mark "Confirmed back" when the dealer replies.
  4. At 6 pm, scroll through the day's order chats and tick each order against this sheet. Mark what the check found.
  5. On dispatch, fill the LR number and the boxes, and send them to the dealer.

Also in the file: order format

The order format to send to dealers

Copy the lines below into a WhatsApp message and send it to every dealer once. Ask them to fill it for each order.

ORDER

Dealer: (firm name and city)

Item 1: (item, size, quantity)

Item 2: (item, size, quantity)

Needed by: (date)

Transport: (name, or "usual")

The confirmation to send back

Order no. 2318 noted for Gupta Hardware: CPVC elbow 1 inch 200 pcs, PVC pipe 1 inch 100 lengths. Dispatch on (date) through Shree Transport. Please reply OK.

If no reply comes within two hours, the desk calls once. For "same as last time", send the last order back in this form and let the dealer confirm the quantities.

Take the dealer order sheet with you

Free to use and to change. No macros, nothing to install.

Download the Excel file
The guide behind this format

Dealer orders on WhatsApp: how to stop missing them

Five habits that stop dealer orders getting lost on WhatsApp: one number for orders, a fixed format, the order register, a confirmation and an evening check.

4 min read

People also look for this as: dealer order form format in Excel · dealer order sheet · distributor order booking format

When the sheet stops being enough

A sheet works while one or two people keep it. When staff must update from the godown or the road, and reminders must go out by themselves, the same columns become a system. Try it in your browser, without a sign-up.

Dealer Order App: a sample screen of the system

Dealer Order App

Orders & Operations

Dealers order from your price list on a link, with schemes applied. The office accepts, packs and dispatches from one screen, with a credit limit check.

Try the demoFrom ₹25,000Open →
Questions
Is this dealer order sheet format free?+

Yes. The download starts at once: no form, no email and no sign-up. Use it and change it for your own business.

Does the file have macros?+

No. It is a plain .xlsx file with dropdown lists, a few formulas and colour rules. There is nothing to install and nothing to switch on.

Why do the example rows show dates around today?+

The five example rows carry dates that move with today, so a file opened next month still shows how a late row looks. Type over the examples or delete them before you start.

Which program do I need to open it?+

It was made for Microsoft Excel on a computer and checked there. Other spreadsheet programs open .xlsx files too, but we have not checked the dropdown lists and the colours in each of them.

Can I change the columns?+

Yes. Rename a column, add your own, or change the choices of a dropdown list (Data, then Data Validation). The "How to use" sheet says what each column is for.

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