Matchbook: Procurement Tracker (Excel) with PO Form, 3-Way Match, Supplier Scorecard and Budget

Every purchase from request to payment in one Excel file. Type the paper trail as it happens (requests, POs, deliveries, bills) and every Monday Matchbook tells you what is stuck, who to chase, what to pay this week and how much budget is left.

What is inside

• Monday Desk: every PO with a step still to do, longest stuck first, with the next action (receive goods, get invoice, review, pay). Bills to pay this week, payables ageing, requests waiting, contracts ending, planned buys.
• 3-way match on every bill: PO against goods received against invoice, with your tolerance. Waiting GRN, over PO value and over received value are flagged before you pay.
• PO Form: pick a PO, print one A4 purchase order with your company details, the supplier, the delivery address, lines, tax per code and signature boxes (a second one above your approval limit).
• Budget: budget, spend, committed on open POs, available and year-end forecast per cost centre, OK / Watch / Over.
• Supplier Scorecard: every supplier graded A to D on on-time-in-full, rejects, lead time, price change, invoice match and your own late payments.
• Quote Compare: up to 5 quotes for a request side by side, scored on price, lead time and quality.
• Dashboard (9 charts), KPI Scorecard (24 KPIs against your targets and last year), Monthly Report (one A4 page for your boss), Contracts register, Savings, Purchase Plan.
• Data Check: 16 checks for duplicate POs and invoices, possible duplicate payments, POs split under the approval limit, invoices dated before their PO and more.

Why it is different

• No status column to keep up to date: a step is done when its date is in.
• Multi-site, multi-currency (rates on Settings), tax codes such as SST, financial year starting in any month.
• Built for Excel, not a Google Sheets copy: no macros, no add-ins.

Who it is for

• Purchasing officers, procurement executives, finance and operations managers and owners of SMEs with 1 to 5 sites and roughly 20 to 300 POs a month.

Format

• One ZIP: the Excel workbook with a fictional sample company, a blank copy to start your own, and a 21-page PDF user guide.
• Needs Excel for Microsoft 365 (Windows, Mac or Excel for the web, free at office.com) or Excel 2024. Excel 2021 / 2019 and Google Sheets cannot run its formulas.
• Tables grow as you type. Receipts holds up to 99,999 rows (about 15 years at 300 POs a month).
• Any currency label: RM, USD, SGD or your own.
• Instant download after payment.