Purchase Indent Format in Excel and Word
A filled sample of the internal indent Indian plants use before a purchase order exists, with Excel and Word files.
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Free download. No sign-up.
Template structure — template preview
| Field | Sample |
|---|---|
| Indent number | IND-2026-0441 |
| Department | Maintenance |
| Item and specification | Bearing, SKF 6205 or equivalent, sealed |
| Quantity | 40 nos |
| Required by | 5 Nov 2026 |
| Budget head | CC-MNT-04 |
| Estimated rate | ₹320 |
| Approver | Plant head |
What this file is
A purchase indent format is the internal sheet a user or a store fills when material is needed. It records the item, the quantity, the date and the budget head, and it waits for an approver. It is not sent to the vendor. The Excel file calculates the estimate. The Word file is the same form to print.
The meaning of the word, and when a store indent is not a purchase indent, is on the purchase indent page. If your company already calls this paper a purchase requisition, use one form, not both. The columns match a purchase requisition form.
The sample, with the tax shown as an estimate
Maintenance indents 40 bearings at a last-buy rate of ₹320. The sheet multiplies 40 × 320 = ₹12,800. The sample GST cell is 18%. Estimated GST is ₹2,304 and the budget total is ₹15,104. Change the yellow GST cell if the HSN is different. That total is only for the approver. The price on the purchase order is the quoted price, after an RFQ if there is no rate contract.
Fields
| Field | What to write |
|---|---|
| Indent number and date | Your own series. Do not reuse the PO number. |
| Department and requested by | The person who will notice if the wrong part arrives. |
| Item and specification | Size, grade, drawing or “or equivalent”. “Bearings, urgent” is not a specification. |
| Quantity and unit | 40 nos, not 40. |
| Required by | The date work stops without it, not “ASAP”. |
| Budget head | The cost centre the approver is spending. |
| Estimated rate | Last buy or a rough figure. Label it estimated. |
| Purpose | One line on why. It stops a repeat buy of something already on the shelf. |
| Approver and decision | A different person from the requester. Approved, returned or rejected. |
How an indent becomes a purchase order
- The user raises the indent. Stores check whether the part is already in stock. If it is, they issue it and buying never sees the paper.
- If it must be bought, the approver signs. The requester does not approve their own indent.
- Buying sources a price: a release on a rate contract, or quotes against an RFQ.
- The purchase order is raised for the agreed quantity and price. The indent number stays in the file. The vendor sees the PO number.
What the files do not do
- They do not order anything. Emailing the Word file to a vendor is how accidental orders start.
- They do not set a GST rate. 18% in the sample is an example.
- They do not replace your approval matrix.
Frequently asked questions
Is a purchase indent format the same as a purchase order format?
No. The indent is internal and carries an estimate. The purchase order goes to the vendor and carries the agreed price, GSTIN and HSN. Use the indent first, the PO after the price is chosen.
Can I download the indent in Excel and Word?
Yes. Both files are on this page. The Excel file multiplies quantity by the estimated rate and adds the GST percentage you type. No sign-up.