how to create purchase orders in google docs
IN SUMMARY
You can automate the creation of purchase orders in Google Docs by integrating Google Sheets and Google Docs using a no-code automation tool like Pabbly Connect. Whenever you add a new row with order details in Google Sheets, a corresponding purchase order document will be automatically generated in Google Docs.
Setting up the Automation
Install the Pabbly Connect add-on in Google Sheets and set up the initial configuration by providing the webhook URL and trigger column. This will allow data from Google Sheets to be sent to Pabbly Connect whenever a new row is added.
Create a new workflow in Pabbly Connect, with Google Sheets as the trigger application and Google Docs as the action application. Add any necessary conditions or data transformations using Pabbly Connect's built-in features like filters, text formatters, and code steps.
Design a purchase order template in Google Docs with placeholders (enclosed in curly braces) for dynamic data fields like order number, date, supplier details, product information, and totals. This template will be used to generate new purchase order documents.
Automating Purchase Order Generation
Whenever you add a new row with order details in your Google Sheet, the workflow in Pabbly Connect will be triggered. The data from the new row will be processed according to the conditions and transformations set up in the workflow.
Use Pabbly Connect's text formatter and code steps to format the data from Google Sheets as required, and perform any necessary calculations (e.g., total price, total quantity) using JavaScript or Python code snippets.
The formatted and calculated data will be mapped to the corresponding placeholders in the purchase order template in Google Docs. A new purchase order document will be created and saved in the specified location, with all the order details automatically populated.
Benefits and Considerations
By automating the purchase order generation process, you can save significant time and effort, eliminating the need for manual data entry and document creation. This workflow can be set up once and will run automatically whenever new orders are placed.
With the data being pulled directly from Google Sheets and mapped to the purchase order template, the risk of human error is minimized, ensuring accurate and consistent purchase order documents.
This automation can be easily scaled to handle a large volume of orders, and the workflow can be modified or extended as needed to accommodate additional requirements or integrate with other applications.