A purchase order tracker shows what you ordered, what arrived, what was accepted and what still needs action. A single “delivered” checkbox is too blunt when a supplier sends part of an order or some units fail inspection.
Use one row per purchase-order line and a separate receipt log for each delivery. Keep fulfillment, invoice and payment status separate. Paying a deposit does not mean stock arrived, and unloading a carton does not mean every unit is available to sell.
Download the purchase order tracker template
Download the free purchase order tracker (.xlsx)
Make a free Google Sheets copy
Sign in to Google and choose Make a copy before editing. The shared template is view-only. Your copy is stored in your Google account; use the Excel download if you prefer a local file.
The Excel register has one row per order line. It includes a fictional order for 100 filters, 55 accepted units and 5 cancelled units, leaving 40 open. Use a separate row for each item on the same PO.
- Replace the example PO, supplier and item with your own details.
- Enter the total ordered quantity, cumulative accepted quantity and cumulative confirmed cancellations.
- Record accepted usable units after inspection. Rejected units awaiting replacement remain open.
- Column G calculates ordered minus accepted minus cancelled. A negative result means the quantities need review; it is not silently changed to zero.
- Write the next action, such as confirming the outstanding delivery date. Copy a complete row to extend the register beyond 30 lines.
How do I record a partial delivery?
Add newly accepted units to the cumulative accepted quantity on the existing item row. Keep delivery notes separately so you can reconcile the total.
Does an open balance mean the invoice is unpaid?
No. This workbook tracks quantities. Keep invoice approval and payment status separately; a fully received order can still have an unpaid invoice.
For linked stock and procurement workflows, compare the Inventory & Procurement Planner demo with the simple register.
The fields your tracker needs
| Field | Why it matters |
|---|---|
| PO number and line ID | Connect every receipt to the correct order line |
| Supplier and SKU | Identify the source and exact item |
| Ordered quantity and unit | Avoid mixing units, packs and cases |
| Agreed unit price | Compare the invoice with accepted terms |
| Original promised date | Preserve evidence of delivery performance |
| Current agreed date | Record an approved schedule change separately |
| Accepted quantity to date | Count only the receipt quantities that passed acceptance |
| Canceled outstanding quantity | Reduce the remaining obligation with a documented decision |
| Open quantity | Calculate what the supplier still needs to fulfill |
| Next action, owner and date | Make the exception actionable |
A receipt log adds receipt ID, date, PO line, quantity arrived, quantity accepted, quantity rejected and inspection notes. Record quantities consistently. If one case contains 12 pieces, choose a tracking unit and document the conversion before summing receipts.
Worked example: an order of 100 filters
A fictional repair shop orders 100 filters at $8 each. The merchandise order value is $800 before any freight, tax or other charge. The first delivery contains 60 filters: 58 accepted and 2 rejected. The second contains 30, all accepted.
| Receipt | Arrived | Accepted | Rejected |
|---|---|---|---|
| R-01 | 60 | 58 | 2 |
| R-02 | 30 | 30 | 0 |
| Total | 90 | 88 | 2 |
Under this example's policy, rejected units remain unfulfilled until replaced or the obligation is amended. With no cancellation, open quantity is 100 − 88 = 12: ten not yet shipped and two replacements. Do not subtract both arrived units and accepted units; that would count the same delivery twice.
Now suppose the buyer and supplier agree to cancel five of the ten unshipped units. The tracker retains that written change. Open quantity becomes 100 − 88 − 5 = 7, comprising five unshipped units and two replacements. The active merchandise obligation becomes 95 × $8 = $760, assuming all accepted/replacement units retain the same agreed price and no other adjustment applies.
Copyable line register
| PO | Line | SKU | Ordered | Accepted | Canceled | Open | Next action |
|---|---|---|---|---|---|---|---|
| PO-104 | 1 | FILTER-A | 100 | 88 | 5 | 7 | Confirm five units plus two replacements |
Open quantity = ordered − accepted − canceled. A negative result is a review flag, not an invitation to hide the error with a zero minimum. Investigate overdelivery, duplicate receipt entries or a cancellation recorded after receipt. If accepted units are later returned, use an explicit return/correction entry and reopen the obligation only when the agreed terms require replacement.
Keep stock and payment separate
The shop might have paid a $200 deposit before the first receipt. That payment belongs in the financial record; it does not alter the quantity formula. Record the supplier invoice amount, credits, payments and disputed amounts separately, with links to the source documents. This operational example does not prescribe accounting treatment.
Rejected filters should not enter available stock. Quarantine or otherwise identify them under your inspection process. An accepted receipt can increase physical on-hand stock while a job reservation reduces the units available for a new promise. The repair-parts inventory example explains that distinction.
Carry a reorder decision into one purchase order
A reorder calculation is an alert to review the position, not permission to create duplicate orders. Before raising a PO, note the SKU, trigger date, usable on-hand quantity, open inbound quantity, unfilled customer demand and the quantity you approved. Link the chosen supplier quote or written terms to the new PO number.
Fictional handoff: usable on hand is 32 filters, 8 are committed to customer work and the 40-unit reorder point has been reached. An existing PO still has 24 accepted units due, so inventory position is 32 + 24 − 8 = 48. Do not create a second replenishment order just because the shelf count is below 40. First confirm whether the 24-unit balance is still expected by the date you need it.
If the supplier later cancels 12 of those 24 units, record the cancellation against the original line. Inventory position becomes 32 + 12 − 8 = 36, which is below the 40-unit trigger. That documented change—not a hidden duplicate—creates the basis for a new 12-unit request, subject to case packs, minimum order quantity and cash approval.
Review exceptions before placing another order
Once a week, filter for overdue promised dates, open replacement obligations and receipts awaiting inspection. Assign an owner to each issue. Before reordering, check whether an existing PO can meet the need on time; ordering again without that check can create excess stock.
Use the reorder-point example for the replenishment calculation and the supplier scorecard for delivery evidence. Neither replaces the PO line balance.
When an offline system is useful
Inventory & Procurement Planner describes purchase requests, approvals, purchase orders and partial receiving alongside inventory records. Test a real example in its preview before choosing it. A downloadable offline app should not be assumed to provide live supplier collaboration or automatic bank reconciliation.
Quick questions
Should I use one row per supplier? Use one row per order line; otherwise partial deliveries for different SKUs are hard to reconcile. Is received the same as accepted? Define both separately when inspection can reject units. Can a PO be closed with quantities missing? Only with a documented resolution, such as cancellation or an agreed amendment; do not mark it complete to clear the list.
Back to the Nexaly Planner Journal
For a local workspace to organize purchasing records, explore the Inventory & Procurement Planner and its setup and user guide. Check the product features and live demo against your workflow before purchasing.