Purchase Tracker Excel Template
Track purchase requests, suppliers, purchase orders, deliveries, receiving, invoices and payments in one practical Excel workbook.
Keep your purchasing activities in one place
The Purchase Tracker provides a simple way for small businesses and purchasing teams to monitor orders from the initial request through delivery, receiving, invoicing and payment.
Track Orders
Maintain PO numbers, suppliers, values and purchasing references.
Monitor Deliveries
Compare promised delivery dates against actual delivery dates.
Follow Invoices
Track supplier invoice references, dates and approval status.
Control Payments
Monitor payment due dates, pending payments and overdue items.
Track the full purchasing cycle
Each row can follow a purchase from the original internal requirement through supplier payment.
Purchase Request
Record the PR or request number, request date, department and requester.
RFQ & Supplier
Record quotation references and the selected supplier.
Purchase Order
Track PO number, PO date, currency and order value.
Delivery
Monitor promised and actual delivery dates and delivery status.
Receiving
Record GRN or receipt references and receiving status.
Invoice & Payment
Track supplier invoices, payment due dates and payment status.
Built for day-to-day purchasing follow-up
The workbook includes practical controls to make open purchasing activities easier to identify.
Automatic Days Overdue
Automatically calculates overdue days when an open order passes its promised delivery date.
Automatic CalculationStatus Tracking
Track delivery, receiving, invoice and payment status separately.
Operational ControlVisual Alerts
Delayed deliveries and overdue payments are highlighted for easier follow-up.
Conditional HighlightingBuyer / Owner
Assign responsibility for each purchase and its follow-up.
AccountabilitySee purchasing status at a glance
The included Dashboard summarizes important purchasing KPIs without manually reviewing every tracker row.
Total Purchase Orders
See how many purchase orders are currently recorded.
PO Value
Monitor purchase values and currency-based totals.
Open & Overdue Orders
Identify orders still awaiting delivery and orders already overdue.
Payment Status
Monitor pending, paid and overdue supplier payments.
From purchase request to payment
Update the tracker as the purchase progresses through each stage.
Enter the request, supplier and PO details.
Track promised delivery and order status.
Record delivery and GRN information.
Track invoice approval and final payment.
Important purchasing information included
The workbook includes the key references needed to follow purchases from request to completion.
PR / Request No. • Request Date • Department • Requester
RFQ / Quote Ref. • Supplier • PO Number • PO Date
Category • Description • Currency • PO Value
Promised Delivery • Actual Delivery • Delivery Status • Days Overdue
GRN / Receipt • Receiving Status • Invoice Number • Invoice Status
Payment Due Date • Payment Status • Buyer / Owner
A practical tracker for smaller purchasing operations
Useful when purchasing activity needs more structure but a full procurement or ERP system is not available.
Small Businesses
Keep supplier purchases and payments organized in Excel.
Purchasing Teams
Follow open orders and supplier delivery commitments.
Warehouse Operations
Connect Purchase Orders with receiving and GRN references.
Project Teams
Monitor purchasing requirements, deliveries and outstanding orders.
Keep different currencies separate
The tracker supports QAR, USD, EUR, GBP, AED, SAR, LKR and INR. The dashboard provides currency-specific purchase totals.
Do not treat values in different currencies as one converted financial total unless you separately apply the appropriate exchange rates.
Build a simple purchasing system
Use the tracker together with the other DIXANI purchasing templates.
Purchase Requisition
Document and approve internal purchase requirements.
Request for Quotation
Collect supplier prices and commercial terms.
Supplier Comparison
Compare quotations and identify the preferred supplier.
Purchase Order
Issue the approved order to the selected supplier.
Download the Purchase Tracker
Start tracking up to 100 purchasing records with automatic overdue calculations and a purchasing dashboard.
Purchase Tracker — Frequently Asked Questions
What does the Purchase Tracker track?
It tracks purchase requests, quotations, suppliers, Purchase Orders, deliveries, receiving, invoices and supplier payments.
How many purchases can I track?
The downloadable workbook is prepared with 100 purchase-tracking rows.
Does the tracker calculate overdue orders?
Yes. The Days Overdue field automatically compares the promised delivery date with the current date for open orders or with the actual delivery date for completed deliveries.
Does it includ e a dashboard?
Yes. The workbook includes a purchasing dashboard showing Purchase Order counts and values, open and overdue orders, deliveries, invoice status, payment status and currency summaries.
Can I track GRNs?
Yes. The tracker includes a GRN or receipt reference field together with receiving status.
Can I track supplier invoices and payments?
Yes. You can record invoice number, invoice date, invoice status, payment due date and payment status.
Can I use different currencies?
Yes. The workbook supports several currencies and provides separate currency-based PO value summaries on the dashboard.
Is this a replacement for procurement software?
No. It is designed as a practical Excel tracker for smaller operations or teams that need structured purchasing follow-up without a full procurement system.