Wholesale Order Book Data Entry System in Excel

The Wholesale Order Book Data Entry System in Excel is a macro-enabled workbook for logging the orders your retailers place with you: which retailer, which product, how many units, the order value, the delivery date, the payment terms and where the order stands – from Pending and Confirmed through In Production, Ready to Ship and Shipped to Delivered. It gives you a 7-field order form, 4 live VBA buttons, 4 self-updating stat cards and 3 editable dropdown lists holding 30 ready values – 12 products, 10 payment terms and 8 order statuses. Fill the form, click Add, and the order lands in a 10-column order book with its own Record ID and timestamp.

It is an order register, not an ERP, not an invoicing or billing tool, not stock or inventory control and not accounts-receivable software. It answers the questions a wholesaler asks every week – how many retailer orders are on the book, what they are worth, and how many are still pending or already delivered – without digging through emails and a paper order pad.

✅ Instant download · One-time payment · No subscription · No per-user fees · Fully unlocked and editable

🔑 Key Features of the Wholesale Order Book Data Entry System in Excel

• 🧾 A seven-field order form – Retailer Name, Product, Quantity, Order Value, Delivery Date, Payment Terms and Status – placed beside the stat cards on the Data Entry sheet, so one screen covers entry and review.
• 🔘 Four live VBA buttons. Add saves the form as a new order, Update rewrites the order you loaded, Delete removes an order after a confirmation that shows its Record ID, and Reset clears the form without touching the table.
• 🔢 Automatic Record IDs in the WOB-0001 series plus an Entry TimeStamp on every saved order. The next ID is always one more than the highest ID in the table, so a number is never reissued after a delete.
• 🖱️ Double-click editing. Double-click any order row and it loads back into the form. The macro remembers the Record ID, so Update finds the right row even if you have clicked somewhere else in the meantime.
• 📋 Three dropdown lists on the Setting sheet – Product (Cotton T-Shirts, Denim Jeans, Wool Sweaters, Leather Belts, Cotton Socks, Silk Scarves, Canvas Sneakers, Formal Shirts, Winter Jackets, Baseball Caps, Linen Trousers, Fleece Hoodies), Payment Terms (Net 15, Net 30, Net 45, Net 60, Net 90, Cash on Delivery, Advance Payment, 50% Deposit, End of Month, Letter of Credit) and Status (Pending, Confirmed, In Production, Ready to Ship, Shipped, Delivered, Cancelled, On Hold). The same dropdowns sit on the form and on table rows 15-214.
• 📈 Four stat cards – Total Orders, Total Order Value, Pending Orders and Delivered Orders. They are linked pictures of formula cards on the Setting sheet, so they recalculate the moment an order is added, updated or deleted.
• 🔓 Nothing locked. No sheet protection and no VBA password – rename a column, swap in your own product catalogue or change a card formula yourself.

📦 What’s Inside the Workbook

One .xlsm file with four sheets: Data Entry, Setting, Instructions (headed How To Use) and Get More Templates. Six fictional sample orders from apparel retailers are included so you can see the order book working before you clear it.

Sheet 1: Data Entry

The working screen. The order form and the four buttons sit at the top beside the stat cards; below them is the order book with S.No., Record ID, Retailer Name, Product, Quantity, Order Value, Delivery Date, Payment Terms, Status and Entry TimeStamp. The six samples read 6 orders, $54,325 total order value, 1 pending order and 1 delivered order.

Sheet 2: Setting

Holds the Product List, Payment Terms List and Status List that feed every dropdown, plus the four formula cards the Data Entry sheet displays as pictures. Restyle a card here and the picture follows.

Sheet 3: How To Use

Plain-English instructions for entering, updating and deleting orders, how the stat cards work, how to edit the dropdown lists, and how to enable the macros the first time you open the file.

📐 What the Four Stat Cards Actually Count

We read the workbook’s own formulas and macro before writing this page. Five things are worth knowing before you rely on the cards, each with a one-line fix:

• 💵 Order Value is typed, not calculated. There is no unit-price field, and the Add macro simply copies the Order Value box into column F. Work out quantity x unit price yourself before you type it, or add a unit-price input and change that one line of Module1 so Order Value becomes Quantity multiplied by the price.
• 🧮 Total Order Value has no status filter. Setting!I13 = SUM('Data Entry'!$F$15:$F$1048576) adds every order, so Pending, Cancelled and On Hold orders are all included. Of the sample $54,325, only $12,400 is Delivered and $6,200 is still Pending. To leave cancelled orders out use =SUMIFS('Data Entry'!$F$15:$F$1048576,'Data Entry'!$I$15:$I$1048576,"<>Cancelled"), or swap “Delivered” in for delivered value only.
• 🚦 Only two of eight statuses have a card. Pending Orders and Delivered Orders are carded; Confirmed, In Production, Ready to Ship, Shipped, Cancelled and On Hold are not, so on the samples 1 + 1 does not reach 6. Add a card such as =COUNTIF('Data Entry'!$I$15:$I$1048576,"Ready to Ship") for any stage you want to watch.
• 📋 The dropdown lists are fixed-length named ranges. ProductList is Setting!$A$3:$A$14, Payment_TermsList $C$3:$C$12 and StatusList $E$3:$E$10, and all three are already full. How To Use says every dropdown updates on its own; that is only true when you insert a row inside a list. A value typed below the list never appears. Either insert rows inside the block, or redefine the name as =OFFSET(Setting!$A$3,0,0,COUNTA(Setting!$A$3:$A$100),1).
• 📅 A blank Delivery Date becomes today. If the Delivery Date box is empty or not a real date when you click Add or Update, the macro writes today’s date instead, so always enter the agreed delivery date.

The Total Orders card counts the Retailer Name column, which the Add button always requires, so it matches the number of orders you add through the form. Payment Terms are stored as a label only – the workbook does not calculate due dates or track payments received.

📊 This Excel Workbook vs. a Google Sheets Log vs. Wholesale Order Management Software

For a small wholesaler or distributor that wants a tidy, searchable order book without paying for B2B software it will not fully use, this workbook sits in the sweet spot.

👥 Who This Template Is For – and Who It’s Not For

✅ Built for:

• Small wholesalers and distributors recording each retailer order, the product, the quantity, the value and the agreed delivery date
• Apparel, footwear and accessories suppliers who need to see which orders are pending, in production or ready to ship
• Sales coordinators who want a single order register in a file they fully control

❌ NOT for:

• Businesses that need invoices, stock levels, price lists per retailer or a retailer ordering portal – this is not an ERP, billing or inventory system
• Teams needing credit control, due-date tracking, accounting ledgers or several people editing at once
• Anyone working on a Mac, in Excel for the web or in Google Sheets, where the VBA buttons do not run

⚙️ How to Use the Wholesale Order Book

1. Unzip the download and open Wholesale_Order_Book_System.xlsm in Excel for Windows. Click Enable Content; if the file came from a download, right-click it, choose Properties and tick Unblock first.
2. On the Setting sheet, replace the sample products and payment terms with your own. Each list is full, so insert a row inside the block to add a value.
3. Delete the six sample orders, or keep them while you learn the buttons.
4. Fill Retailer Name, Product, Quantity, Order Value, Delivery Date, Payment Terms and Status, then click Add. Retailer Name is the one field the macro insists on.
5. As an order moves along, double-click its row, change the Status and click Update.
6. To remove an order, double-click it (or click any cell in its row), click Delete and confirm the Record ID.
7. Decide whether you want the status-filtered order value formula above before you rely on the Total Order Value card.

💼 Real-World Use Cases

Daniel runs a garment wholesale business. He logs every retailer order with the product, quantity and agreed delivery date, moves each one from Confirmed to In Production to Ready to Ship, and filters the table by Status each morning to plan dispatch.

Aisha supplies accessories to boutiques. She keeps Silk Scarves, Leather Belts and Baseball Caps at the top of the Product list, records Net 30 or Advance Payment against each order, and sorts by Delivery Date to see what is due this week.

A small footwear distributor adds Ready to Ship and Shipped cards with one COUNTIF each and switches Total Order Value to exclude Cancelled orders, so the top of the sheet matches the orders it actually intends to fulfil.

⚠️ Limits to Know Before You Buy

• 🪟 Macros must be enabled, and Windows desktop Excel is required. The buttons do not run on Mac, in Excel for the web, on mobile or in Google Sheets.
• 🔢 Quantity is a plain number with no unit column. Record cartons, dozens or pieces consistently, or rename the column.
• 🗂️ The in-table dropdowns cover rows 15-214, and Delete removes the whole worksheet row, so that formatted block shortens by one row per delete.
• 🔐 Retailer names and order values are stored in an unprotected workbook. Keep the file on a secured PC.
• 🧪 The sample retailers, products and figures are fictional.

❓ Frequently Asked Questions

What does the Wholesale Order Book Data Entry System in Excel record?

It records one row per retailer order: Retailer Name, Product, Quantity, Order Value, Delivery Date, Payment Terms and Status, plus an automatic Record ID and Entry TimeStamp. Four stat cards show total orders, total order value, pending orders and delivered orders.

How long does setup take?

About ten minutes. Enable macros, replace the sample products and payment terms on the Setting sheet, delete the six sample orders and start adding your own. There is nothing to install and no account to create.

Why is Total Order Value higher than what I have delivered?

Because the card sums every Order Value regardless of Status, including Pending, Cancelled and On Hold orders. On the samples it shows $54,325 while delivered orders total $12,400. Replace the formula with a SUMIFS version from this page to filter by status.

Does it calculate order value from quantity and unit price?

No. Order Value is a typed field and there is no unit-price column. Enter the final order value, or add a price input and change one line of the macro so Order Value becomes Quantity multiplied by the unit price.

Will it work on a Mac or in Excel for the web?

The sheets open, but the Add, Update, Delete and Reset buttons are VBA macros that need Excel for Windows on the desktop with macros enabled. On a Mac, in a browser or in Google Sheets you can only type directly into the table.

How does this compare to wholesale order management software?

B2B order platforms handle retailer portals, invoices and stock for a monthly fee. This workbook does none of that; it is a one-time $6.99 order register for recording who ordered what, how much it is worth and where each order stands, in a file you own and can edit.

Is the file locked?

No. There is no sheet protection and no VBA project password, so you can rename columns, extend lists, change card formulas or edit the macro.

👤 About the Author

Built by PK – Microsoft Certified Professional with 15+ years of Excel, Google Sheets and Power BI experience. Founder of NextGenTemplates, reaching 300K+ subscribers across YouTube channels (@PKAnExcelExpert, @NextGenTemplates, @NeoTechNavigators). Every template is hand-built and tested before release.

🔗 Explore Related Templates

• 📈 Wholesale KPI Dashboard in Excel and Wholesale KPI Scorecard in Excel – month-by-month KPI tracking once you outgrow a simple order register.
• 📊 Wholesale KPI Dashboard in Power BI – the same wholesale KPIs for Power BI users.
• 📦 Online Order Tracker Data Entry System in Excel – a form-based order log for online sellers.
• 🧾 Purchase and GRN Data Entry System in Excel – record the purchasing side of the same business.

Browse more Excel VBA tools and Excel sales templates in the store. New to macros? Microsoft explains how to enable or disable macros in Microsoft 365 files.

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📅 Last updated: September 2026

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