Purchase-order tracking system based on Excel 2007: current process and requirements
Current process
In a previous post, I said that we would be developing a new purchase-order tracking system in Excel 2007. I started by interviewing the customers. I sat down with Inbal, our “accounting department,†and this is what she said …
“Today, we have a licenses management solution [Nick named Hendrix]. Every purchase is entered into Hendrix, and the customer then receives an automated e-mail from Hendrix with his payment code and download and activation instructions.”
“When a purchase order arrives, it is entered into the system, so that a license will be issued to the customer. I also manage an Excel sheet with a list of POs to track.â€
Here is a sample of the Excel sheet that Inbal uses:
“Purchase orders are not paid immediately; they usually have net or net+30 payment terms. it’s my job to see that all the payment orders are eventually paid,†Inbal added.
“So, every week, I single out the POs that have not been paid, and according to how late the payment is, I either send an e-mail or mail, or I call the customer. When a purchase order is paid, I update the tracking sheet to reflect that, this way I know not to bother the customer.â€
Users’ requirements
I then asked her what she would like to the tracking system to do.
“I need to be able to define contact details for both customer and end user,†Inbal said. “This is because sometimes (especially with POs), the customer’s accounting department is ordering the software for their users. So I need to send the download and activation instructions to the user and work with the accounting department on payment issues. In any case, the customer has to be notified about the delivery of the software as well as the user.
“I want to be able to define the due date for each PO (net, net+30, etc.).”
“I want to get a weekly report of all the purchase orders that should have already been paid. If possible, I want to get it by e-mail.”
“When closing an order, I need a place to enter the payment date and some sort of transaction ID (check number, bank transfer ID, etc.).â€
And that was it.
If you have any ideas on how to make this system better, please, pretty please … add them as a comment to this post.
Related posts:
- Purchase-order tracking application with Excel 2007: kickoff
- Microsoft and Engagement Mapping
- Imagining the Ultimate Computer for Travellers
- Collaboration scenario: planning the budget
- Microsoft Office 2007 launches
Posted on October 18, 2006 by Yoav Ezer
Filed Under Cogniview, Excel, Methodology
Comments
36 Responses to “Purchase-order tracking system based on Excel 2007: current process and requirements”
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great site
we should be able to track Monthly P.Os for the same end user. reports should be available customer-wise as well as end-user wise.
place an order for StaceyM. Washington 4511 Annunciation St. New Orleans, La. in November of 2009 and the above name person has not received the gift yet.
hey i have been looking for a order tracking system that is easy and i find this excel one great. could i have a copy also please.
thanks
Can I get a copy of your current PO XLS tracking system? I think this would be very helpful to us!!!
I would like some infomation or the sheet
Thanks
Jed Eilers
Hi,
Please forwarded me Official Purchase Tracker !!!
My manager is on me about a solution for our PO tracking problems and this spreadsheet is the quick fix that would make a big difference In my organization right now. PLEASE send me a copy. Thank you.
I also think this would be beneficial to me in tracking PO’s. Would love to have a copy!
Thanks a Ton!
Please send me a copy, looking for a way to track PO’s returned to a vendor too.
Sounds like an elegant solution to a problem we are having as well. May I have a copy please? Thank you!
My PO problem is very similar to what you have listed, however, it also comprises of several other unique aspects. I would love to see what you have come up with. From the looks of it, the worksheet has mainly utilized an aray of sort functions and links. I am curious to see if this is all it does.
We need help with order tracking and would love to learn more. Please send information to myself and daniel@lauriesbuffalogourmet.com
Thank you very much,
Jayson
I seem to be in the same position as many of the above and I believe if I had a copy it would be a massive help.
Many thanks
Kael
This would be a GREAT help in managing my small company PO. please send me a copy of this tracker. TYVM.
Please send a copy to me as this will help us out a lot. Thanks, CJ
That’s exactly what I am looking for to help track po’s
I’m very interested, please send me a copy
This type of PO Tracking is not giving complete details about the material, supplier, quality level, delivery method, Delay causes. I dont feel that this is good for EPC & construction projects.
By
very interested, please send me a copy
Excellent, may I have a copy please? Thank you.
Great idea, I would love to have the copy. Thank you.
I want a copy or learn how to set this worksheet up.
u can mail to this guy for any excel format u need in po tracking
ravikiranchvs1988@gmail.com
Can I please have a copy of this worksheet.
Thanks
Please forward me a copy of this worksheet. Great work!
please forward a copy of this sheet to me. I would greatly appreciate it,
thank you!
can i have a copy of the spread sheet.
Could I receive a copy of the spreadsheet?
Thanks!
Could I also receive a copy of the spreadsheet! lokks really good
thanks
jeremie
Could you pls send the spreadsheet, it will usefull for my job work.
Could I also receive a copy of the spreadsheet! looks really good
Hi,
I can’t download the tracking excel sheet file. Please how can I download this file to my laptop.
Thanks.
Kareem,
Baghdad, Iraq
I was looking for this particular data from a long time. i will try a let you know my comments on the same. Thanks once again.
Hi
This is Azhar Hussain, and i am working in a restaurant i saw your sheet and read comments and i am impress on your file comments and i am intresting to work on it. So could you please send me a copy of this excel formulated filled sheet.
regards
Azhar Hussain