How do I order roasted coffee by the kilo with quantities like 12.5 kg?

Example: a small cafe ordering from a roaster

A cafe in Riyadh orders 12.5 kg of Colombian beans at 95 riyals per kilo and 3.25 kg of Ethiopian at 60 per kilo from a local roaster, entering a 15% tax rate for illustration. This is what the Purchase-order generator works out:

• Colombian: 12.5 × 95 = 1,187.50.
• Ethiopian: 3.25 × 60 = 195.00.
• Subtotal 1,382.50, tax 207.38, total 1,589.88 SAR.

Look at the tax: 15% of 1,382.50 is 207.375, which the tool rounds half up to 207.38. That rounding happens once, on the tax total, not on every line.

Where the unit goes

The item table has columns for description, quantity, unit price and line total only; there is no separate unit column. So make the unit part of the description and make the unit price the price per kilo:

1. Description: 'Colombian Supremo, medium roast (kg)'.
2. Quantity: 12.5.
3. Unit price: 95, the per-kilo price from the roaster's quote.

If the roaster prices by the gram or by the 250 g bag, convert everything to one unit before you type it, and name that unit in the description. Mixing kilos on one line and bags on the next confuses the person packing your order.

Common weight mistakes

• Typing the weight in grams, 12500, while the unit price is per kilo: the line total comes out a thousand times too high. Check the line total in the table before you create the file.
• Entering 12.5 as the quantity while the description says 'two bags'. The description and the quantity have to agree.
• Forgetting whether the price is for green or roasted beans. Confirm with the roaster before you type it.

Before you order: compare the price per kilo

If two roasters quote different pack sizes, say a 1 kg bag at one price and a 250 g bag at another, compare the real price per kilo with the Unit-price comparison before choosing. Then put the agreed per-kilo price on the purchase order.