How do I list the free samples a supplier promised on my purchase order?
Add each sample as its own line with its quantity and a unit price of 0. The tool accepts a zero price, the line total shows 0.00, and the order total does not change. That puts the samples on the written order, so whoever receives the shipment knows to expect them.
Why write down something free at all?
A promise made on a call or in a chat is easily forgotten by both sides. The sales rep promised three samples in a new colour, but the person packing your order in the warehouse never heard about it; they have only the purchase order. If the samples are not on the paper, they are probably not in the box, and your own staff will not know anything is missing.
Example: 100 cushions and three samples
A home furnishings shop orders 100 cushions at 22 riyals, the supplier promises three free fabric samples in a new shade, and shipping is 40. In the Purchase-order generator:
- Line one: 'Velvet fabric sample, olive (free)', quantity 3, unit price 0.
- Line two: 'Velvet cushion 45 x 45 cm, grey', quantity 100, unit price 22.
- Shipping 40, no tax.
- Result: line one 0.00, line two 2,200.00, total 2,240.00 SAR.
The total is exactly what it would be without the samples: 2,200.00 plus 40.00 shipping is 2,240.00. The free line changes nothing in the arithmetic and a great deal in clarity.
Making the free line unmistakable
- Put 'free' or 'sample' in the description, so nobody takes the zero for a typing error.
- If the samples come with a condition, such as 'first order only', say so in the notes.
- If you add tax, a zero line adds nothing to it, since tax is worked out on the items plus shipping.
- Line order does not affect the maths, but samples at the bottom of the table read more easily.
When the deal is 'buy this many, get some free'
If the supplier gives 10 cushions free with every 100, you have two options: one line for the paid cushions at their price and one for the free ones at zero, or a single line with the full quantity at a lower unit price. The first is clearer at receiving because the free count is visible. To work out the real price per piece under that deal and compare it with another supplier's offer, use the Unit-price comparison.
Common questions
Is a quantity of zero accepted?
No, the quantity must be above zero. Only the price can be zero.
Does the unit price show as 0.00 on the document?
Yes, the unit price and line total both show zero, and the description explains why.