Track every purchase
Keep supplier, order date, products, quantities and cost together from the start.
Free business template
Supplier & Purchase
Tracker Template
Ordered is not the same as received.
Track who you buy from, what you ordered, when it should arrive, what actually came in and what is still outstanding. This free Supplier & Purchase Tracker helps you keep purchasing, delivery gaps and stock decisions in the same clear view.
Free to use. No sign up required.
Supplier & Purchase Tracker
Your Business Name
| Ordered | Expected | Qty ordered | Qty received | Outstanding | Status | |
|---|---|---|---|---|---|---|
| PO-2052 · Jirani Supplies | 07 Sep | 14 Sep | 500 | 420 | 80 | Partial |
| PO-2053 · Kijani Packaging | 09 Sep | 12 Sep | 1,000 | 1,000 | 0 | Received |
| PO-2054 · Mwangaza Foods | 10 Sep | 17 Sep | 250 | 0 | 250 | Pending |
| PO-2055 · Coastline Traders | 28 Aug | 05 Sep | 120 | 0 | 120 | Late |
See what is expected
Record promised delivery dates so late stock has a clear follow-up point.
Count what arrived
Compare the quantity ordered with the quantity received instead of assuming the delivery was complete.
Keep shortages visible
Make partial, pending and late deliveries visible before they become stock surprises.
Understand buying cost
Keep purchase values and supplier price changes close to the stock decisions they affect.
Everything you need to understand what your purchases are doing.
The tracker gives each purchase a place before it becomes a delivery problem, stockout or unexplained cost change.
Supplier and purchase reference
Order and expected delivery dates
Products or materials ordered
Quantity ordered and quantity received
Outstanding quantity calculation
Unit cost and total purchase value
Pending, partial, late and received status
Notes for shortages or substitutions
Example entries to help you get started
Choose one format that works for you.
Google SheetsUse it online
Work in your browser, access the tracker from different devices and share it with someone else if you need to.
The live Google Sheets link will appear here after delivery is approved.Microsoft ExcelDownload the spreadsheet
Prefer working from your computer? Download the Excel version and use it offline.
The Excel file will appear here after the download-delivery approach is approved.How to use your Supplier & Purchase Tracker
The tracker works best when you update it at the moment a purchase changes, not after the details have become difficult to reconstruct.
Add the purchase immediately
Record the supplier, order date, products, quantities and cost as soon as you commit to the purchase. Do not wait until the delivery arrives.
| Purchase | Example |
|---|---|
| PO reference | PO-2052 |
| Supplier | Jirani Supplies |
| Purchase value | 47,500 |
Set the expected delivery
Record when the supplier says the stock should arrive. A promised delivery date gives you something concrete to follow up against.
| Delivery | Example |
|---|---|
| Ordered | 07 Sep |
| Expected | 14 Sep |
| Status | Expected |
If the date passes without a complete delivery, mark the purchase late.
Count what actually arrived
Update the received quantity from the physical delivery. If you ordered 500 units and 420 arrived, the purchase is still open.
| Quantity | Example |
|---|---|
| Ordered | 500 |
| Received | 420 |
| Outstanding | 80 |
Check before you buy again
Review open purchases, incoming stock and supplier costs before placing another order. Buy from what is true now, not what you remember.
| Open purchases | Example |
|---|---|
| Pending | 2 |
| Partial | 1 |
| Late | 1 |
Use the open list to follow up before creating a duplicate order.
Stock problems often start before the stock reaches your shelf.
What is a Supplier & Purchase Tracker?
A Supplier & Purchase Tracker is a record of what your business buys, who it buys from, what was expected and what was actually received. It sits between the decision to buy and the stock eventually becoming available for sale.
That distinction matters because placing an order is not the same as receiving stock. Money can already be committed while products are still in transit, delayed, short delivered or waiting for a supplier to resolve an issue.
Useful for more than finished products
Use it for resale stock, raw materials, packaging, office supplies and any purchase where the gap between ordered and received affects what you can sell, make or promise to customers.
Retail stockFollow incoming units before shelves run low.
Raw materialsKeep production purchases and shortages visible.
PackagingSpot delivery gaps before dispatch is delayed.
Frequently asked questions
Is this Supplier & Purchase Tracker Template free?
Yes. The tracker is free to use. You can use the Google Sheets version online or download the Excel version when those delivery links are available.
What should I track for every purchase?
At minimum, record the supplier, purchase reference, order date, products, quantity ordered, unit cost, total purchase value, expected delivery date, quantity received and purchase status. Add notes for delays, shortages, substitutions or price changes that may matter later.
What is the difference between this and an Accounts Payable Tracker?
The Supplier & Purchase Tracker follows what the business ordered and received. An Accounts Payable Tracker follows money the business still owes suppliers. A purchase can be fully received while the supplier invoice is still unpaid, so the two trackers answer different questions.
Can I track partially delivered orders?
Yes. Record both the quantity ordered and the quantity received. The difference remains outstanding until the supplier completes the delivery, replaces missing items or the issue is otherwise resolved.
Can I use this tracker for raw materials and packaging?
Yes. The tracker can be used for finished products, raw materials, packaging, supplies and other purchases where you need to know what was ordered, what it cost and what actually arrived.
How often should I update the tracker?
Update it whenever a purchase is placed, changed, delivered or completed. If you only update it at month end, it becomes a history file instead of helping you see what is still open before the next buying decision.