Shipment Tracking Log Worksheet
Many logistics teams still run a daily shipment list in a spreadsheet beside the ERP. This worksheet gives that list a clean structure: reference, carrier, route, dates, status, weight and cost, with totals that update as you edit.
| PO / SO reference | Direction | Carrier | Tracking / PRO | Origin | Destination | Ship date | ETA | Status | Weight (kg) | Freight cost | |
|---|---|---|---|---|---|---|---|---|---|---|---|
Update status daily for open shipments. Filter in Excel on Delayed and Exception to build your follow-up list. Add the ERP PO or sales order number so the log ties back to your system.
Live shipment view from your ERP
Optional: a short review of how order and receipt data could drive a live shipment status page.
Optional. The tool and every export work without this. No spam.
How to use this log
Add a row when a shipment is booked and update the status as it moves. Use the PO or sales order number as the reference so you can search for it in your ERP. Enter the carrier's tracking or PRO number, the ship date and the promised ETA. The totals show your logged freight cost and weight, and the summary gives an average cost per kilogram that you can compare across periods. Export to Excel or CSV to share a status report with sales, purchasing or customers.
Choosing status values
A short, agreed set of statuses keeps the log useful. The defaults here cover most cases: Booked, In transit, At customs, Delivered, Delayed and Exception. Use Exception for anything needing action, such as damage, a missing document or a customs hold. Do not invent a new status for every event, because filters become useless. Put details in the reference notes or your ticketing system.
Using the log to manage exceptions
The value of a tracking log is in what you do with it each morning.
- Filter on ETA earlier than today for anything not Delivered
- Chase Delayed and Exception rows first, with the carrier and the receiving plant
- Flag at-customs inbound parts that production is waiting for
- Review cost per kilogram by lane monthly to spot rate creep
- Archive delivered rows monthly so the active list stays short
Common mistakes
Logs decay when they are not maintained.
- Keeping several versions of the sheet in different inboxes
- Skipping the ETA, which makes late shipments invisible
- Not recording the freight cost, so lane costs are guesswork later
- Using free-text statuses that cannot be filtered
Frequently Asked Questions
Why use a log when the ERP tracks shipments?
Many ERPs hold the order and receipt but not live carrier status, customs holds or expediting notes. A log fills that gap for the logistics team and gives a simple view for people outside the ERP.
What fields are essential?
Reference number, carrier, tracking number, ship date, ETA and status. Add weight and cost if you want to analyze lanes and freight spend. More columns help only if people will keep them updated.
Can I import this into my ERP?
You can export to CSV or Excel and map the columns to your ERP's import tool, but check required fields and key formats first. Many teams use the log only for visibility and keep the ERP as the system of record.
How often should I update it?
Daily for open shipments. A weekly cleanup removes delivered rows and checks that every ETA is still realistic.
If tracking data already flows into your ERP or carrier portals, we can help build a live view that replaces the manual log.
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