Combine product details, QC reports, and shipping data into one cohesive and transparent document.
In the complex world of global sourcing and procurement, visibility is everything. A disconnected workflow—where product information, quality control (QC), and logistics data live in separate silos—is a recipe for delays, errors, and frustration. The GTBuy Spreadsheet System
The Core Concept: Unity and Transparency
The goal is not just to track orders, but to create a living narrative
The Three Pillars of the Tracking System
1. Product & Order Details
This is your foundation. Every row should start with core identifying information.
- Order/SKU ID:
- Product Description & Specifications:
- Supplier & Contact:
- Order Quantities & Agreed Pricing:
- Critical Dates:
- Product Description & Specifications:
2. Quality Control (QC) Reports
Integrate quality checks directly into the timeline, making outcomes immediately visible.
- Inspection Date & Status:
- QC Report Link:
- Defect Summary & AQL Score:
- Action Taken/Resolution:
- Photos & Evidence:
- QC Report Link:
3. Shipping & Logistics Data
Track the physical movement of your goods from factory gate to final destination.
- Shipping Method & Freight Forwarder:
- Key Tracking Info:
- Logistics Milestones:
- Documents Hub:
- Final Delivery Status:
- Key Tracking Info:
Building Your System: Practical Steps
- Choose Your Platform:
- Structure Your Master Sheet:
- Leverage Formulas & Formatting:
- Use
=HYPERLINK()- Apply conditional formatting to highlight statuses (e.g., red for "Delayed", green for "Delivered").
- Use data validation for consistent dropdowns (Status: In Production, QC Pending, Shipped).
- Establish a Workflow:
- Maintain & Audit:
- Structure Your Master Sheet:
Benefits of a Cohesive Tracking Document
End-to-End Visibility
See the entire story of an order at a glance, without switching between tools or emails.
Enhanced Accountability
Clear records of decisions, inspection results, and responsibilities reduce finger-pointing.
Proactive Problem-Solving
Delays in QC or shipping are immediately visible, allowing for swift intervention.
Professional Client Reporting
Share a filtered view with clients to build trust through transparency, without revealing sensitive supplier data.