Shipment Tracking Excel — Free Shipment Form and Tracking Sheet

A shipment tracking form is an internal tracking document, signed by the driver and the recipient, showing to whom a load sent to a customer went, to which address, under which order and delivery note, by which vehicle or courier, in how many boxes and what quantity, and who received it. The first tab of this template is this form; the same details are entered as a single row in the shipment tracking log on the second tab. The form is the business's own record; it does not replace a delivery note or an invoice.

At three moments: first, when the goods leave the warehouse (shipment no., date, customer, order and delivery note no., vehicle or carrier details, boxes and quantity, planned delivery day; status "In transit"); second, when something changes on the way (delay, address problem; status "Delayed" with the reason in the Notes column); third, at delivery (actual delivery day; status "Delivered" or "Returned"). Leaving the log until the end of the day is the most common mistake; tracking numbers and plates get forgotten. The most reliable habit is to open the row as soon as the vehicle is loaded.

At a minimum: shipment number, shipping date, customer, delivery address, order number, delivery note (irsaliye) number, mode of transport, vehicle plate and driver or carrier name and tracking number, boxes and quantity, planned and actual delivery dates, and status. The planned delivery date is the field most often left out; without it you cannot measure delays.

Days late is the difference between the actual delivery date and the planned delivery date; if the delivery hasn't happened yet, it is calculated against today's date, and an early or on-time delivery shows 0. The on-time delivery rate is the number of shipments delivered by the planned day divided by all delivered shipments: if 17 of 20 deliveries were on time, the rate is 85%. In this template both are calculated by formula, and the Summary tab gives the rate overall and per customer.

Order tracking follows the commercial side: which channel the order came from, how much it is worth, whether it is being prepared or was cancelled. Shipment tracking follows the physical side: on which delivery note, in which vehicle and in how many boxes the goods left, and whether they were delivered on the promised day. In a small business both can be kept in one table; if an order goes out in several shipments, or you want to measure delays, you need to separate them. Keep the order in the order tracking template, the goods leaving the warehouse in the warehouse receipt and issue voucher, and the journey in this tracker, and link all three by order number.

You can, but each stage answers a different question. This template starts at shipment; to also track orders and production, add "Order Date" and "Production Finish" columns to the left of the Shipments tab and type an "In production" option into the Status column's drop-down list (Data → Data Validation). That way the total number of days from order to delivery is calculated too. If you also want to track the order amount and channel separately, use the order tracking template alongside it.

Choose from the Transport Mode column: our own vehicle, courier, freight company or customer pickup. For your own vehicle, enter the plate and driver's name; for a courier, enter the company name and tracking number. When you filter the column, you can see which mode of shipping has the most delays.

It is enough for a business that ships a few orders a day and has one person keeping the records. When you also need to track the stock of the goods you ship, customer account balances and sales receipts, Ofisx Inventory Management helps: a sale made by barcode is deducted from stock, the sale is posted to the customer's account, and you get the receipt and invoice as PDFs. You can keep tracking the transit and delivery status of shipments in this tracker.

Yes, it's free; it doesn't ask for an email, sign-up or payment, and contains no watermark or cell protection. The file is in Excel (.xlsx) format because totals, days late and the delivery rate are calculated by formula. You can open it in Excel, Google Sheets or LibreOffice and print the shipment form, or save it as a PDF and send it to the customer. For a blank form, delete the sample rows, print it and fill it in by hand.