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Purchase Order Tracking Register (Excel)

A ready-to-use Excel register for procurement officers to track every purchase order from requisition to payment. You record the PO, delivery (GRN), invoice and payment details. The register then works out each PO’s status: awaiting delivery, delivery overdue, partially delivered, awaiting invoice, payment overdue, or closed – paid. It also calculates: days from requisition to PO days each delivery is late payment due dates outstanding balances invoice variances against the PO a three-way match of PO, goods received (GRN) and invoice A Budget Lines sheet tracks commitments against approved budgets. A dashboard summarises PO value, alerts, and breakdowns by status, department, method and month, with charts. How to use: Setup: enter your organisation name, currency, financial year start and default payment terms. Then edit the departments, procurement methods and approvers. Budget Lines: enter each budget code with its approved amount. Raise a PO: add a row with a unique PO number, the requisition, department, budget code, supplier, value, approver and expected delivery date. Update as it progresses: record the GRN value and delivery date, then the invoice details, then the payment. Monitor: review the dashboard weekly and follow up any overdue deliveries, overdue payments, mismatched invoices and over-budget lines. Before use: delete the example rows but keep the grey formula columns.