Order register format in Excel
One row per order, from the day it is taken to the day the payment falls due. Late orders turn red by themselves.
What the file looks like
The heading row and the five example rows, as they open in Excel. Under them the file has empty rows that are ready: the lists, the formulas and the colours are already set.
| Order no. | Order date | Party | Taken by | Item and quantity | Rate | Promised date | Stage | Next step by | Dispatch details | Invoice | Payment due | Remarks | Days late |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 1051 | 4 Oct 2026 | Sharda Hardware, Meerut | Rohit (call) | PVC pipe 1 inch, 400 pcs | 62 per pc | 9 Oct 2026 | In production | Imran | Raw material came two days late | fills itself | |||
| 1052 | 6 Oct 2026 | Goyal Traders, Karnal | Neha (WhatsApp) | Ball valve 15 mm, 250 pcs | as per list | 11 Oct 2026 | Ready | Suresh | fills itself | ||||
| 1053 | 7 Oct 2026 | Verma Sanitary, Jaipur | Rohit (visit) | CPVC elbow 3/4 inch, 1200 pcs | 14.50 per pc | 10 Oct 2026 | Part sent | Suresh | Shree Roadlines, LR 48213, 6 boxes | Balance 400 pcs to go | fills itself | ||
| 1054 | 1 Oct 2026 | Bansal Pipes, Hisar | Neha (call) | PVC pipe 2 inch, 150 pcs | 148 per pc | 7 Oct 2026 | Dispatched | Om Transport, LR 77120, 5 bundles | INV 2231, ₹22,200 | 6 Nov 2026 | fills itself | ||
| 1055 | 9 Oct 2026 | Kiran Enterprises, Alwar | Rohit (WhatsApp) | Gate valve 25 mm, 80 pcs | 310 per pc | 15 Oct 2026 | Confirmed | Imran | fills itself |
- Red row: The promised date has passed and the order has not gone.
- Amber row: Promised for today or tomorrow: this is the dispatch plan.
- Green row: Dispatched.
The columns, and what to write in each
- Order no.
Your own running number: 1051, 1052.
- Order date
The day the order was taken.
- Party
Firm name and city, spelt as in Tally.
- Taken by
The person, and how it came: call, WhatsApp, visit.
- Item and quantity
Item, size, quantity and unit.
- Rate
The agreed rate, or "as per list".
- Promised date
The date you told the party. Every delay is measured from this.
- Stage
Pick from the list. Change the list to your own stages if you need to (Data, Data Validation).
ConfirmedIn productionReadyPart sentDispatchedCancelled - Next step by
One name. An order without a name waits.
- Dispatch details
Date, transporter, LR or vehicle number, number of packages.
- Invoice
Invoice number and amount from Tally or Busy.
- Payment due
Invoice date plus the credit period.
- Remarks
Short supply, change in order, hold.
- Days late
Fills itself: days past the promised date while the order has not gone.
How to keep it
- Write the order in the first empty row before you put the phone down, and send the order number to the party.
- The person who does a step changes the stage: dispatch marks "Dispatched" and fills the dispatch details, accounts fills the invoice.
- Morning: use the filter on "Promised date" for today and tomorrow. That is the dispatch plan.
- Evening: read every red row and call those parties before they call you.
Free to use and to change. No macros, nothing to install.
Order register format: the columns every business needs
The thirteen columns of an order register, what to write in each and why it matters, with three rules that keep it updated from order to payment.
People also look for this as: order register format in Excel · order book format · sales order register · order tracking sheet
