Sheet 1: Order Dashboard (Summary View)
- PO Number, Product Description, Supplier
- Key QC Status:
- Financial Status:
- Action Flag:
- Financial Status:
GTBuy: Unifying QC and Financial Data for Flawless Order Management
2025-12-02
Learn how to combine product inspections and payment records in a single, powerful spreadsheet.
The Challenge: Disconnected Data
Traditional import management often involves a critical disconnect: Quality Control (QC) reportsfinancial payment records. This fragmentation leads to confusion, delays, and costly errors. Cross-referencing becomes a manual hunt, slowing down decisions and potentially releasing payment before quality is confirmed.
The Solution: The Unified GTBuy Master Sheet
By integrating both data streams into one structured spreadsheet, you create a single source of truth for every purchase order (PO). This enables end-to-end visibility and control from inspection to final payment.
How to Structure Your Combined Spreadsheet
Create a workbook with the following core sheets, linked by a unique PO Number.
Sheet 2: Detailed QC Inspection Log
- Inspection date, inspector name, report link.
- Quantitative results: AQL scores, defect counts, measurements.
- Photos: Embed or link to key quality photos.
- Final Verdict with conditional formatting (Green=Pass, Red=Fail).
Sheet 3: Financial Payment Tracker
- Payment schedule: Dates and amounts for deposit, balance, etc.
- Actual payment dates, transaction IDs, and payment method.
- Documentation: Links to invoices, payment confirmations, and bills of lading.
- Automated balance calculator.
Key Workflow Integration Points
True power comes from linking the sheets with formulas and rules:
- QC Gates Payments:
- Automated Alerts:
- Unified Dashboard:VLOOKUPXLOOKUP
- Automated Alerts:
Benefits of a Unified System
Reduce Risk
Ensure payment is never released for sub-standard goods. The financial tracker is visually blocked until QC approval.
Save Time
Eliminate switching between apps and manual cross-checking. All information for a PO is in one tab.
Improve Accountability
Create a clear, auditable trail linking every payment to its corresponding quality inspection report.
Enhance Visibility
Gain instant insights into order health. Quickly identify orders stuck due to quality or payment issues.