A strategic guide to maintaining accurate records for split deliveries, optimizing freight costs, and minimizing supply chain errors.
The Challenge of Split Deliveries
In modern procurement, a single purchase order (PO) is often fulfilled by multiple vendors or shipped in several lots from one supplier. These partial shipments, while operationally necessary, create a complex web of tracking data. Manually managing this information leads to freight inefficiencies, payment discrepancies, inventory inaccuracies, and communication breakdowns.
The ACBUY Spreadsheet
The ACBUY Tracking Framework: Core Columns
Implement a master spreadsheet with the following key columns to create a single source of truth for every split delivery.
| Column Group | Key Columns | Purpose |
|---|---|---|
| Order Identity | Master PO #, Vendor Name, Item SKU/Description | Anchors all shipments to the original order and product. |
| Shipment Identity | Partial Shipment ID (e.g., PO-001-A), Vendor Invoice #, Carrier Tracking # | Uniquely identifies each discrete shipment and its financial document. |
| Quantity & Status | Total Qty Ordered, Qty in This Shipment, Qty Remaining, Shipment Status (e.g., Awaiting, In-Transit, Received) | Provides instant visibility into fulfillment progress and backlog. |
| Logistics & Cost | Ship Date, Estimated/Actual Arrival Date, Freight Cost, Shipping Terms (FOB, etc.) | Enables freight audit, cost allocation, and delivery forecasting. |
| Receiving & Closure | Received Date, Received Qty (for discrepancy check), Notes/Issues | Records final receipt data and flags problems for resolution. |
How to Implement: A Step-by-Step Process
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Setup Your Master Template
Create the column structure above in a cloud-based spreadsheet (like Google Sheets or Microsoft Excel Online) for real-time access and sharing.
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Log Upon Shipment Notification
When a vendor confirms a partial shipment, immediately create a new row. Assign a unique
Partial Shipment ID -
Track in Real-Time
Use the Status
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Record Receipt and Verify
Upon warehouse receipt, update the Received DateReceived Qty. Flag any discrepancies in the Notes
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Analyze and Optimize
Regularly use pivot tables or simple formulas to:
- Total freight costs per vendor or per PO.
- Identify vendors with frequent splits or delays.
- Calculate average fulfillment cycle time for split orders.
Tangible Benefits of Accurate Tracking
Optimized Freight Spend
Visibility across all partial shipments allows for strategic consolidation of incoming lots, potentially negotiating better rates with carriers.
Reduced Errors & Disputes
A clear, shared record eliminates confusion between your team and vendors regarding what was shipped, received, and invoiced, speeding up payments.
Enhanced Inventory Planning
Knowing the exact quantity and ETA of every split improves warehouse receiving schedules and production planning.
Proactive Vendor Management
Data trends help identify reliable vs. inconsistent vendors, informing future sourcing decisions and performance conversations.