Download a blank template, open it in your spreadsheet app and complete the confirmed fields. Mark unknown information clearly. These are preparation worksheets, not customs forms or transport documents.
Supplier order register
Order reference, Supplier, Product / SKU, Variant, Quantity, Ready date, Tracking reference, Expected cartons, Notes
Download blank CSVDemonstration data only, not a quotation or release authorization.Package measurement register
Package reference, Order reference, Contents, Package count, Length, Width, Height, Unit, Gross weight kg, Stackable, Notes
Download blank CSVDemonstration data only, not a quotation or release authorization.Quote comparison sheet
Provider / reference, Currency, Validity, Pickup, Warehouse work, Main freight, Destination handling, Clearance scope, Duties / taxes responsibility, Final delivery, Exclusions, Unconfirmed items
Download blank CSVDemonstration data only, not a quotation or release authorization.Warehouse release record
Shipment reference, Included order references, Final package count, Final gross weight kg, Packing list version, Open discrepancies, Agreed work, Recipient and city, Approved by, Approval date, Notes
Download blank CSVDemonstration data only, not a quotation or release authorization.Share the relevant details
Keep your completed files locally. The quote form accepts a written cargo summary; it does not upload these files. Use the agreed contact channel if the team requests the full register.
How do you fill the supplier register?
Use one row per product and variant in an order. Repeat the order reference when it includes several products, keeping supplier details alongside it.
- Example: DEMO-ORDER-01 contains 24 units in two cartons, with 12 units per carton.
- If the supplier has not confirmed readiness, write “Awaiting confirmation” instead of inventing a date.
- Add the inbound transport reference when available; do not substitute the website inquiry reference.
How do you record package measurements?
Use one row per package when weight or contents differ. In the example, DEMO-BOX-01 is one carton containing 12 units, part of the two-carton order.
- Enter outside packed dimensions with the unit; do not mix centimetres and metres without labeling them.
- The example 60 × 40 × 30 cm equals 0.072 m³ for one carton. Volume does not replace gross weight.
- If identical packages share a row, state that dimensions and weight are per package; separate packages that differ.
How do you use the quote comparison sheet?
Use one row per quote for the same package list and collection and delivery points. The example illustrates scope statuses and contains no actual price.
- Mark each item included, excluded or needs confirmation.
- Copy currency and validity from the actual quote, clearly marking missing information.
- Do not treat an unknown charge as zero; record the question under unconfirmed items.
When do you use the release record?
Use it to assemble a proposed dispatch before seeking approval. The example groups two cartons at an illustrative 16 kg total, but leaves approval pending and authorizes no goods release.
- Match final count and weight to the packing list after changes.
- Identify unresolved discrepancies and the packing-list version used.
- The authorized person records approval and its date after review; never copy example data as approval.