A streamlined guide to maintaining accurate split delivery records for optimized freight and reduced errors.
The Challenge of Split Deliveries
In modern procurement, a single purchase order (PO) is often fulfilled by multiple vendors or shipped in separate batches from one vendor. This reality, while operationally flexible, introduces significant complexity in logistics and record-keeping. Without a clear system, tracking these partial shipments
The ACBUY Spreadsheet methodology provides a structured framework to bring clarity and control to this process, ensuring every carton and pallet is accounted for from origin to warehouse.
Core Structure of the ACBUY Tracking Spreadsheet
The power of this system lies in its linked, multi-tab design. Here are the essential components:
- Dashboard (Summary Tab):
- Master PO Log:Overall Status.
- Shipment Detail Log:
Key Columns for Tracking Partial Shipments
In your Shipment Detail Log, these columns are non-negotiable for accuracy:
| Column Name | Purpose | Critical for Optimization |
|---|---|---|
PO Number
| References the Master PO. |
Groups all splits under one order. |
|
| Shipment ID / Pro Number | Unique identifier for each partial shipment. | Traceability for carriers and receiving. |
| Vendor Name | Identifies the source for each split. | Assesses multi-vendor freight consolidation opportunities. |
| Ship Date & ETA | Actual and estimated dates. | Plans warehouse labor and dock scheduling. |
| Quantity Shipped | Units in this specific shipment. | Calculates remaining balance on the PO. |
| Carrier & Freight Cost | Logistics provider and expense for this split. | Core data for freight cost analysis and optimization. |
Received Status
| Confirmation of warehouse receipt. |
Triggers payment and closes the shipment loop. |
|
Optimizing Freight & Reducing Errors: Practical Steps
1. Consolidate Visibility
By listing all partial shipments from all vendors
2. Implement Data Validation
Use dropdown lists for Vendor Name and Carrier fields. Apply formula-based checks to ensure the sum of all "Quantity Shipped" for a PO does not exceed the "Total Ordered" in the Master Log. This prevents data entry errors at the source.
3. Automate Status Updates
Use simple formulas (like SUMIF) on your Dashboard. Link the "Received Status" in the Detail Log to automatically update the "Overall % Received" in the Master PO Log. This provides real-time status without manual updates.
4. Regular Freight Audit
Sort your Shipment Detail Log by "Carrier" and "Freight Cost" monthly. Analyze patterns: Are smaller, urgent partial shipments from one vendor disproportionately expensive? This data empowers you to re-negotiate terms or set split-shipment policies with vendors.
Conclusion: Control Creates Efficiency
Tracking partial shipments isn't just about record-keeping—it's a strategic logistics function. The disciplined use of the ACBUY Spreadsheetoptimize freight spendradically reduce errors