Streamline Your Supply Chain: How to Track Batch Orders Across Multiple Warehouses with CNFANS Spreadsheet
Centralize QC, Storage, and Delivery for Complete Order Visibility
Managing batch orders scattered across different warehouses is a classic logistical headache. Lost parcels, QC confusion, and delivery delays become inevitable without a unified system. The CNFANS Spreadsheet
Why Centralized Tracking is Non-Negotiable
When orders are split across warehouses for efficiency or cost reasons, you face several challenges:
- Fragmented Data:
- QC Blind Spots:
- Inventory Ambiguity:
- Timeline Uncertainty:
- QC Blind Spots:
A master spreadsheet acts as a single source of truth, eliminating these issues.
Building Your CNFANS Master Tracking Spreadsheet
Create a sheet with the following core columns to capture every critical data point:
| Column Section | Column Name | Purpose & Data To Include |
|---|---|---|
| Order Core | Batch Order ID | Your unique identifier for the overall purchase order (e.g., PO-2023-087). |
| Parcel/Item ID | Unique ID for each box or SKU within the batch (e.g., PO-2023-087-Box1). | |
| Product Description & SKU | Detailed name, specifications, and stock-keeping unit. | |
| QC Status | QC Checkpoint | Status: Pending, Passed, Failed. Add the inspection date. |
| QC Notes & Photos | Hyperlink to cloud folder containing QC photos and detailed notes on any issues. | |
| Warehouse & Logistics | Assigned Warehouse | Name/Location of the warehouse holding the item (e.g., CNFANS-GD, CNFANS-SH). |
| Storage Location | Specific aisle, rack, or bin number within the warehouse. | |
| Timeline Tracking | Warehouse Inbound Date | Date the parcel was received at the warehouse. |
| Estimated Ship-Out Date | Planned date for handover to the shipping carrier. | |
| Actual Delivery Date | Final date delivered to end customer or consolidation hub. Include tracking number link. | |
| Overall Status | Current Phase | Use a dropdown: QC Pending → In Storage → Awaiting Shipment → In Transit → Delivered. |
How to Implement & Use the System
1. Sheet Creation & Access
Use Google Sheets or Microsoft Excel Online for cloud-based, real-time access. Share edit/view access with your CNFANS agent and internal team members.
2. Data Population & Updates
Your CNFANS agent updates the sheet at each stage: upon QC completion, when storage location is assigned, and when shipping details are confirmed. You can add internal notes simultaneously.
3. Monitoring & Filtering
Use filter viewsconditional formatting- All items with QC Failed- Parcels stored in a specific warehouse.
- Orders whose estimated ship-out date is approaching.
4. Timeline Consolidation
With all delivery estimates in one column, you can forecast the arrival of the consolidated batch and plan accordingly.
Pro Tips for Maximum Efficiency
- Leverage Dropdowns & Data Validation:
- Integrate Using APIs (Advanced):
- Set Up Weekly Syncs:
- Use a "Flag" Column:
- Integrate Using APIs (Advanced):