Paste your open PO lines. It flags every order that's late, overdue to ship, at risk or gone quiet, tells you what to ask the supplier — and gives you the message in English and Chinese.
No sign-up · 71 KB · Excel 2019 or Microsoft 365, Google Sheets, LibreOffice
| PO # | Supplier | Item | Days late | Days silent | Health | Next action |
|---|---|---|---|---|---|---|
| PO-2041 | Supplier A · Ningbo | Garlic press | 5 | 9 | Late | Ask for a new ETA and tracking number |
| PO-2043 | Supplier B · Shenzhen | Silicone lid set | 2 | 12 | Late | Ask for a new ETA and tracking number |
| PO-2047 | Supplier A · Ningbo | Peeler | 0 | 10 | Ship overdue | Ask why it hasn't shipped; get a firm date |
| PO-2052 | Supplier B · Shenzhen | Lunch box | 0 | 3 | At risk | Confirm the ship date this week |
| PO-2058 | Supplier C · Yiwu | Spice rack | 0 | 11 | Stale | Request a status update |
| PO-2060 | Supplier A · Ningbo | Whisk | 0 | 3 | On track | No action needed |
What it flags
The label decides the next action and the follow-up date. Filter the Health column and you have today's chase list, most urgent first.
The promised arrival date has passed and the line isn't received.
The promised ship date has passed and it still isn't marked as shipped.
Marked delayed, or arriving within your at-risk window without having shipped.
No word from the supplier for longer than your “stale” threshold — 7 days by default.
None of the above. Nothing to do today.
Received in full, so it drops out of every count.
The dashboard
What the sample data shows on the Dashboard tab. Yours fills in as soon as you paste your lines.
Plus a supplier scorecard: open lines, late lines, value at stake and the longest silence for each supplier.
Follow-up templates
Pick the row that matches the line's health, fill the {brackets} and send it by email, WeChat or WhatsApp. Written to get a date, not a “we're checking”.
Hi {Name}, PO {PO #} was due to arrive on {ETA} and is now {Days late} days late. Please send the tracking number and the updated arrival date today. This delay affects our stock, so a quick reply would help a lot.
您好 {Name}，订单 {PO #} 原定于 {ETA} 到货，现在已经延迟 {Days late} 天。请今天发给我们物流单号和最新的到货日期。这次延误影响了我们的库存，请尽快回复，非常感谢。
Hi {Name}, could you share the current status of PO {PO #} ({Item})? Please confirm the ship date, and send a few photos if production is finished. Thank you!
您好 {Name}，请问订单 {PO #}（{Item}）目前的进度如何？请确认发货日期，如果已经生产完成，请发几张照片。谢谢！
The file also has templates for Ship overdue and At risk. Review every message before you send it.
How to use it
One row per PO line: supplier, item, quantities, order, ship and arrival dates, last update and status.
Every line gets a label, a next action and a follow-up date. The dashboard totals the money at stake.
Copy the matching template, fill the brackets, send. Update the “last supplier update” date when they reply.
Questions
Yes. No sign-up, no email, no trial. Use it in your own business and for your clients. The only thing not allowed is reselling or republishing the file itself.
Excel 2019 or Microsoft 365, Google Sheets and LibreOffice. In older Excel versions everything works except the “longest silence” column on the supplier scorecard.
Yes. Today's date fills in automatically, so every label is up to date each time you open the file. You can type a fixed date on the Settings tab to check the order book as of another day.
200 PO lines are ready to use. To add more, copy the last row's grey formulas down on the Open POs tab.
No. It tells you which orders to chase and gives you the words; you send them yourself, after reading them. Nothing in the file sends anything.
Any supplier, anywhere. The Chinese templates are there because many online brands buy from factories in China, but the health labels and dashboard work for every supplier.
More free tools
The Reorder Point Calculator works out safety stock, reorder point and how much to order for up to 200 products. Also free, also no sign-up.