# Supplier Lead Time Tracker Worksheet

> Source: https://netray.co/tools/supplier-lead-time-tracker-worksheet
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

An editable table comparing quoted and actual supplier lead times, with variance, percent late and an average slip.

## Category

supply-chain

## Audience

- Buyer
- Planner
- Supply chain analyst

## Tool

**Kind:** worksheet

**Mode:** editable

**Columns:**

#### Part number

**Key:** part

**Type:** text

#### Supplier

**Key:** supplier

**Type:** text

#### ERP lead time (days)

**Key:** erp_lt

**Type:** number

**Unit:** days

#### Quoted lead time (days)

**Key:** quoted

**Type:** number

**Unit:** days

#### Actual lead time (days)

**Key:** actual

**Type:** number

**Unit:** days

**Help:** PO date to receipt date

#### Variance vs quoted

**Key:** variance

**Type:** number

**Expr:** actual - quoted

**Format:** days

#### Gap vs ERP

**Key:** erp_gap

**Type:** number

**Expr:** actual - erp_lt

**Format:** days

#### Late percent

**Key:** late_pct

**Type:** number

**Expr:** if(gt(quoted,0),(actual - quoted) / quoted * 100,0)

**Format:** percent

#### Action

**Key:** action

**Type:** select

**Options:**

- None
- Update ERP
- Discuss with supplier
- Add safety stock
- Find alternate

**Rows:**

**Part:** HX-200-A

**Supplier:** Northline Castings

**Erp lt:** 28

**Quoted:** 28

**Actual:** 41

**Action:** Discuss with supplier

**Part:** BRG-6204

**Supplier:** Valdor Bearings

**Erp lt:** 14

**Quoted:** 10

**Actual:** 12

**Action:** Update ERP

**Part:** PCB-3301

**Supplier:** Sunrise Circuits

**Erp lt:** 35

**Quoted:** 30

**Actual:** 52

**Action:** Add safety stock

**Part:** FST-M6X20

**Supplier:** FastenPro

**Erp lt:** 7

**Quoted:** 7

**Actual:** 6

**Action:** None

**Part:** CBL-RF-02

**Supplier:** Linkwave

**Erp lt:** 21

**Quoted:** 21

**Actual:** 33

**Action:** Find alternate

**Totals:**

#### Average variance (days)

**Key:** variance

**Agg:** avg

**Format:** days

#### Worst late percent

**Key:** late_pct

**Agg:** max

**Format:** percent

**Summary:**

#### Average gap vs ERP lead time

**Key:** avg_gap

**Expr:** avg_erp_gap

**Format:** days

**Primary:** true

#### Parts tracked

**Key:** lines

**Expr:** count

**Format:** integer

**Notes:** Measure actual lead time from the purchase order release date to goods receipt, over several recent orders, and enter the average. A positive variance means the supplier is slower than quoted.

## Content

**Intro:** Material planning only works if the lead times in the ERP are true. This worksheet compares what suppliers quote, what your ERP assumes and what actually happens, so you can fix the gaps that cause shortages.

**Sections:**

#### How to use the tracker

**Body:** List your top parts or suppliers. Enter the lead time currently in the ERP, the supplier's quote and the actual average from recent receipts. The sheet computes the variance, the gap against ERP and a late percent. Choose an action per line. Sort the exported Excel by gap to find where MRP is planning on fiction.

**Bullets:**

- Use PO release to receipt as the actual measure.
- Average at least the last three orders.
- Include supplier transit and your receiving time.

#### Reading the results

**Body:** A positive gap against ERP means MRP releases orders too late and you will see expedites. A large negative gap means you carry too much inventory because you order too early. Variance against quoted tells you about supplier reliability, while the gap against ERP tells you about your own data. Both need action but different people own them.

#### Updating your ERP

**Body:** Planned lead time lives on the item, item-vendor or purchasing info record depending on the ERP: material master planned delivery time in SAP, item lead time fields in Oracle, vendor lead time in SyteLine and Epicor. Update the values where MRP reads them and re-run planning in a test scope first, since changes shift suggested order dates across many parts.

#### Common mistakes

**Body:** Using the quoted lead time without checking receipts, updating one part and ignoring the family, forgetting that lead time varies by season, and averaging so widely that outliers disappear. Consider using a high percentile for critical parts instead of the average.

**Cta:** Netray can compute actual lead times by vendor and item from your ERP receipts and propose updates for your approval.

**Faq:**

#### How do I measure actual lead time?

**Answer:** Take the number of days from the PO release or order date to the goods receipt date for each recent order, then average them. Exclude orders you changed or delayed yourself.

#### Should the ERP lead time be the average or a longer figure?

**Answer:** For stable parts the average is fine. For critical or variable parts, use a higher percentile or add safety time, since an average means half your orders arrive late.

#### How often should I review lead times?

**Answer:** Quarterly for key suppliers and after any disruption, capacity change or shipping route change. Review monthly if your market is volatile.

#### What is a good late percent?

**Answer:** There is no universal figure. Anything consistently above ten to fifteen percent over the quoted time suggests the quote is unreliable or the supplier is short of capacity.

## Search terms

supplier lead time tracker excel, actual vs quoted lead time, lead time variance template, vendor lead time log, purchasing lead time analysis, update ERP lead times, lead time accuracy worksheet

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