Purchase order follow-up sheet format in Excel
One row per purchase order, from the day it is raised to the day the material is in your godown. Late material turns red and a follow-up that is due turns amber.
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.
| PO no. | PO date | Vendor | Item and quantity | Needed for | Delivery date | Vendor's new date | Times moved | Stage | Received | Next follow-up | Last remark | Follow-up by | Days late |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| PO-412 | 28 Sept 2026 | Shakti Polymers, Bahadurgarh | PVC resin, 2,000 kg | Order 1051 | 6 Oct 2026 | 11 Oct 2026 | 2 | Confirmed by vendor | 10 Oct 2026 | Truck promised for tomorrow. Second change of date. | Manoj | fills itself | |
| PO-413 | 1 Oct 2026 | Laxmi Packaging, Faridabad | Cartons 5-ply, 1,500 pcs | Order 1053 | 8 Oct 2026 | 0 | Part received | 900 pcs, challan 2207. Balance 600 pcs | 10 Oct 2026 | Balance promised in two days. | Manoj | fills itself | |
| PO-414 | 4 Oct 2026 | Om Brass Works, Jamnagar | Brass inserts 1/2 inch, 10,000 pcs | Stock | 13 Oct 2026 | 0 | In transit | 12 Oct 2026 | LR number received on WhatsApp. | Ritu | fills itself | ||
| PO-415 | 7 Oct 2026 | Garg Hardware Store, Delhi | Strapping roll, 20 rolls | Dispatch | 12 Oct 2026 | 0 | Raised | 9 Oct 2026 | PO sent. The vendor has not confirmed the date yet. | Ritu | fills itself | ||
| PO-409 | 25 Sept 2026 | Vikas Chemicals, Sonipat | Solvent cement, 40 cartons | Order 1049 | 5 Oct 2026 | 0 | Received | 40 cartons, challan 880 | Manoj | fills itself |
- Red row: The delivery date has passed and the material has not come in full.
- Amber row: A follow-up is due today or was missed: call the vendor.
- Green row: Received in full.
The columns, and what to write in each
- PO no.
Your own PO number, or the one from Tally. Items that arrive separately get their own row: PO-412/1, PO-412/2.
- PO date
The day the PO went to the vendor.
- Vendor
Firm name and city, spelt as in Tally.
- Item and quantity
Item, size, quantity and unit.
- Needed for
The customer order, job or site that is waiting for it, or "Stock".
- Delivery date
The date written on the PO. Never typed over: every delay is measured from this.
- Vendor's new date
The latest date the vendor has given, if the date has moved.
- Times moved
Add 1 each time the vendor changes the date.
- Stage
Pick from the list. Change the list to your own stages if you need to (Data, Data Validation).
RaisedConfirmed by vendorIn transitPart receivedReceivedCancelled - Received
Filled by the store: quantity, challan number and date. For a short supply, the balance still to come.
- Next follow-up
A date. Never empty for an open PO.
- Last remark
What the vendor said in the last contact.
- Follow-up by
One name in purchase. A PO without a name waits.
- Days late
Fills itself: days past the delivery date while the material has not come in full.
How to keep it
- Enter the PO on the day it goes to the vendor, with the delivery date and the order or job it is needed for. Ask the vendor to confirm the date.
- Never type over "Delivery date". When the vendor gives a new date, write it in "Vendor's new date", add 1 to "Times moved" and set "Next follow-up".
- Every morning the buyer filters "Next follow-up" up to today and calls or messages those vendors, red rows first.
- The store writes what came against the challan. A short supply stays "Part received" until the balance comes.
- Once a month, sort by vendor and read "Times moved" and "Days late" before you place the next order.
Also in the file: messages
Copy a message, change the PO number, the item and the date, and send it from your own WhatsApp. Keep the same polite words for every vendor.
Namaste. PO-415 sent: strapping roll, 20 rolls, delivery by (date). Please confirm the date.
Namaste. PO-414, brass inserts 10,000 pcs, is due on (date). Please send the dispatch date and the LR number.
PO-412, PVC resin 2,000 kg, was due on (date) and has not reached us. An order is waiting for it. Please give one firm date that we can note.
PO-413: we received 900 cartons against 1,500, challan 2207. Please tell us the date for the balance 600.
Free to use and to change. No macros, nothing to install.
Purchase order tracking sheet in Excel: PO follow-up format
A purchase order tracking sheet in Excel: one row per PO, the date the vendor moved, what came short, and a vendor follow-up routine with messages to copy.
People also look for this as: purchase order tracking sheet in Excel · PO follow-up format · vendor follow-up sheet · pending purchase order sheet
