Purchase order delivery tracking for multi-vendor programmes
Delivery Ledger replaces the Excel chase with one reference file per purchase order, a portal where each vendor uploads progress, and dashboards that show what has actually been delivered.
Two spreadsheets that never agree.
Most issuers track a purchase order in an Excel workbook. The vendor keeps its own version, and the two drift apart the moment either one is edited. Which is right depends on who you ask and when they last saved.
Progress arrives as a weekly file or an email, so between updates you are working blind. By the time a stuck batch shows up in a review, the delivery window may already have closed.
Chasing vendors for status becomes a standing job for someone on your team, and every chase produces another version of the file. The fix is one reference file the issuer owns, and a vendor upload that is checked against it every time.
What has actually been delivered against this purchase order, as of today?
How Delivery Ledger tracks a purchase order.
Three steps, repeated on whatever cadence the contract sets.
The issuer uploads the reference file
Create the purchase order, assign the winning vendor and upload a reference master file. It lists every item on the order and is the single source of truth.
The vendor uploads progress
The vendor signs in to its own portal and uploads a progress file on the agreed cadence, weekly or as the contract specifies. It sees only its own purchase orders.
The system reconciles every upload
Each file is compared with the reference. Matched items update, missing rows stay as you specified, unknown codes are ignored and any item that slips back from Delivered is flagged. Every upload is logged.
What the issuer sees.
Screens from Delivery Ledger, shown with sample data. Delivery Ledger works for the company that issues the purchase order.
Every upload reconciled against your reference file
When a vendor uploads a file, the receipt shows exactly what happened to it, and the same result is kept in the purchase order’s upload history.
- Matched items update their status.
- Rows the vendor leaves out stay as you specified in the reference.
- Codes that are not in the reference are ignored.
- Items that move back from Delivered are flagged.
- Every upload is logged.
An overview, then a monthly status chart
The overview shows open and completed purchase orders, vendors, items, delivery rate, average delivery days and on-time percentage. Below it, a stacked chart follows items through delivered, in progress, pending shipment, RTO, redispatched and cancelled.
Filter the chart by vendor or by purchase order, hover a bar for the split, and export it as CSV or PNG for a review.
Progress per purchase order, upload by upload
Each purchase order has its own page with a status mix, deliveries over time and a progress line that moves with every upload. Progress bars on the purchase order list show every order at a glance.
The upload history keeps each reconciliation result next to the file it came from.
A vendor scorecard built from your own data
Each vendor has a page with its delivery rate, average delivery days, on-time percentage and RTO rate, and vendors are ranked by delivery rate and then speed.
The numbers come from the files uploaded against your reference, so the comparison rests on your own delivery data.
An item-level ledger you can search and export
Every row of the master file is live in the ledger, down to dealer code, courier, AWB, status and delivery date. Search by code, dealer, gift, AWB or pincode, filter by status and export to CSV.
Also in Delivery Ledger
- Plain-English insights on delivery performance, generated from aggregate numbers. Optional.
- CSV exports of the item ledger and of the monthly status chart, and PNG export of the chart.
- Separate issuer and vendor accounts, with vendors limited to their own purchase orders.
Your purchase order and dealer data stays in your hands.
What Delivery Ledger does today to protect it.
Data
Self-hosted by default
Delivery Ledger runs in your own environment, so purchase order and dealer data stays with you.
Access
Vendors see only their own orders
Access is enforced on the server, not only hidden in the interface. Issuer users see everything; vendor users see the purchase orders assigned to them.
Passwords
Argon2id hashing, signed sessions
Passwords are hashed with Argon2id and sessions are signed.
Audit
An audit log of uploads and logins
Uploads and logins are recorded, so you can see who submitted what, and when.
Frontend
No third-party scripts
The application loads no third-party frontend scripts, which keeps it simple for your IT team to review.
AI
Optional, aggregate numbers only
The AI feature receives aggregate numbers such as delivery rates and status counts, never dealer names, phone numbers or addresses. Leave it off and nothing else changes.
Dealer names, phone numbers and addresses are personal data, so India’s Digital Personal Data Protection Act, 2023 matters to any programme that tracks deliveries to individual dealers. Keeping the system in your own environment, and personal details away from the AI feature, gives your privacy and IT teams less to work around. Delivery Ledger does not make an organisation compliant by itself; that depends on how you run it, and we will walk your team through the design at the demo.
Book a DemoBuilt for teams that issue purchase orders to several vendors.
Procurement, rewards and channel-marketing teams at mid-to-large Indian enterprises, typically in BFSI, FMCG, manufacturing and auto.
01
Procurement teams
Issue a purchase order to the winning vendor, upload the reference file and see delivery against it, without waiting for the weekly email.
02
Rewards and gifting teams
Run a reward or gifting programme across several vendors with one view of what has reached recipients and what has come back as RTO.
03
Channel-marketing teams
Follow channel partner gifting fulfilment across vendors and see which purchase orders are slipping before a partner asks.
Delivery Ledger tracks delivery. If a different workflow is costing your team more time, our AI consulting for enterprise operations starts there.
Questions issuers ask before a demo.
What does Delivery Ledger replace?
It replaces the Excel workbook the issuer keeps for each purchase order, and the weekly round of emails asking vendors for updates. The reference file stays the single source of truth, vendors upload progress into their own portal, and every upload is reconciled automatically, so nobody merges spreadsheets by hand or rebuilds the totals before a review.
Is Delivery Ledger self-hosted or hosted?
Delivery Ledger is self-hosted by default. It runs in your own environment, so purchase order and dealer data stays with you, and the application loads no third-party frontend scripts. If your IT team prefers a different hosting arrangement, raise it at the demo and we will tell you plainly what is possible.
How is vendor data validated?
Every vendor upload is checked against the issuer's reference file. Matched items update their status. Rows the vendor leaves out keep the values in your reference file. Codes that are not in the reference file are ignored, so a vendor cannot add items. Any item that moves back from Delivered is flagged, and each upload is logged.
Does it integrate with our ERP?
Not yet. Today Delivery Ledger works with Excel files in and CSV exports out: you upload a reference file, vendors upload progress files, and you export the ledger and charts. API access and ERP integration are on the roadmap. If ERP integration decides your purchase, tell us at the demo so we can be specific about what exists today.
Who sees what?
Issuer users see every purchase order, vendor and item, along with the dashboards. Vendor users see only the purchase orders assigned to them and can upload progress files only against those orders. The restriction is enforced on the server, not only hidden in the interface. Uploads and logins are recorded in an audit log.
What does the AI feature see?
The AI feature is optional. When it is switched on, it receives aggregate numbers only, such as delivery rates and status counts, and never dealer names, phone numbers or addresses. It turns those aggregates into plain-English insights for the issuer. If you leave it off, the rest of Delivery Ledger works the same.
How does a pilot work?
A pilot begins with the demo. You tell us how many vendors and purchase orders you track today and what your current Excel files look like, and we agree the scope of the pilot together so it fits how your team already works. Book a demo through the form on this page and we will reply within one business day.
Can we export the data?
Yes. The item ledger is searchable and exports to CSV. The monthly status chart can be filtered by vendor or purchase order and exported as CSV or PNG. When finance, audit or a business head asks for the numbers behind a review, it takes a download instead of a rebuild.
Book a Delivery Ledger demo
Tell us how many vendors and purchase orders you track today and how your Excel files look. We will show you Delivery Ledger and answer your questions on hosting, security and the roadmap.
Get in touch
- Address
- Shop 8, Ground Floor, St. Michael Bhavan, LJ Road, Mahim (W), Mumbai, 400050, Maharashtra, India
- Loyalty enquiries
- loyalty@grorewardz.com
- Helpdesk
- helpdesk@grorewardz.com
- Phone / WhatsApp
- +91 99207 27756
- Hours
- Closed on national and bank holidays