A purchase order tracker is the running log of every order in flight — what was ordered, from whom, for how much, and where it is in the journey from raised to delivered to paid. Tracking POs in one place stops orders being forgotten, catches late deliveries early and gives finance a clear view of committed and outstanding spend. This free Excel template logs each PO with its supplier, value and dates, derives the delivery and payment status automatically, and totals your outstanding and paid value for you.
Why track purchase orders
Once a PO is issued it is easy to assume the job is done — until a delivery is late, a partial shipment is missed, or an invoice is paid twice. A tracker keeps every open order visible so exceptions are caught while there is still time to act.
It also gives finance and operations a shared view of committed spend: what has been ordered, what is still outstanding, and what has been received and paid — without chasing individual buyers for status.
How to use this purchase order tracker
Log each PO as it is raised:
- Add a row for every purchase order with its supplier, value and owner.
- Enter the order date and the expected-delivery date.
- Update the delivery and payment status dropdowns as the order progresses.
- Watch the automatic overdue flag for deliveries past their expected date.
- Read the outstanding-value total to see committed spend still in flight.
Purchase tracking best practices
Update the tracker as events happen rather than in a weekly batch, so the status is always current. Use consistent supplier names and PO numbers so the totals and any later analysis are reliable. Review overdue deliveries regularly and follow up early, and reconcile the tracker against your three-way match before paying invoices. Feed completed orders into your spend analysis for the bigger picture.
Download the Purchase Order Tracker Template
Free, editable Excel (.xlsx). Complete the form above and your download starts instantly.
Common questions
What is a purchase order tracker template?
A purchase order tracker template is a spreadsheet that logs every purchase order and follows it from raised to delivered and paid — with delivery and payment status and automatic totals for outstanding and paid value.
What should a purchase tracker include?
PO number, supplier, description, owner, order value, order and expected-delivery dates, and delivery and payment status. This tracker includes all of these plus automatic overdue flags and value totals.
Is this purchase order tracker template free?
Yes. Enter your work email above and the editable Excel file downloads immediately, at no cost.
What is the difference between a purchase order and a purchase tracker?
A purchase order is the individual document that commits you to buy from a supplier. A purchase tracker is the log that follows all of your purchase orders through delivery and payment in one place.
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