GTBuy: How to Plan Multiple Orders and Consolidations Using the GTBuy Spreadsheet
Managing international shipments from multiple vendors can become complex quickly. The GTBuy Spreadsheet tool provides a centralized system to track orders, warehouse statuses, and shipping deadlines across all your packages. This guide will walk you through planning and monitoring your consolidated shipments effectively.
Getting Started with Your Spreadsheet
When you begin a new procurement project, your GTBuy Spreadsheet will be your command center. Start by creating a new sheet or using our provided template.
- Order ID:
- Vendor Information:
- Item Description:
- Consolidation Group:
- Vendor Information:
Monitoring Item Status Across Packages
The status column is crucial for tracking the progression of each item through the fulfillment pipeline.
| Status Category | Description | Action Required |
|---|---|---|
| Order Placed | Payment confirmed with vendor | Await shipping confirmation |
| In Transit to Warehouse | Vendor has shipped item | Track carrier updates |
| Received at Warehouse | Item checked into GTBuy facility | Verify item condition |
| Quality Checked | Warehouse has inspected item | Approve for consolidation |
| Ready for Shipment | Included in consolidation batch | Choose final shipping method |
Use color coding to visually distinguish between statuses: yellow for pending, blue for in-process, and green for completed stages.
Tracking Warehouse Storage and Deadlines
Most warehouses impose storage limits. The GTBuy Spreadsheet helps you monitor these critical metrics:
Key Tracking Fields:
- Warehouse Arrival Date:
- Storage Days Counter:
- Free Storage Limit:
- Storage Fees:
- Storage Days Counter:
Set up conditional formatting to highlight packages approaching their storage deadlines, giving you ample time to make consolidation decisions.
Planning Consolidations Strategically
Consolidating multiple packages into one shipment can significantly reduce shipping costs. Your spreadsheet enables smart consolidation planning:
- Identify Candidates:
- Calculate Weight/Volume:
- Compare Shipping Options:
- Prioritize Urgent Items:
- Calculate Weight/Volume:
Create separate tabs in your spreadsheet for different consolidation scenarios to compare total costs and transit times.
Managing Shipping Deadlines
Never miss a cutoff date with proper deadline tracking:
- Vendor Processing Time:
- Domestic Transit Window:
- Consolidation Cutoff:
- Final Shipping Date:
- Destination Arrival:
- Domestic Transit Window:
Set up automated reminders for critical deadlines, especially for time-sensitive purchases.
Advanced Spreadsheet Features
Enhance your tracking with these advanced techniques:
Automated Calculations:
- Total order value per vendor
- Consolidated package weight and volumetric calculations
- Projected shipping costs based on carrier rates
- Storage fee projections based on current timeline
Use pivot tables to analyze spending by vendor, category, or time period. Create charts to visualize your shipping cost savings through consolidation.
Streamline Your International Procurement
The GTBuy Spreadsheet transforms complex multi-vendor, multi-package procurement into an organized, manageable process. By consistently updating and referencing your spreadsheet, you maintain full visibility into item status, warehouse storage, and critical deadlines—ensuring cost-effective consolidations and timely deliveries for all your international shipments.
Pro Tip: Schedule daily spreadsheet reviews during active procurement periods and weekly reviews during slower phases to stay ahead of deadlines and optimize consolidation opportunities.