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A collection can mean dozens of samples moving between factories and your desk. This free Excel log tracks each one: style, factory, sample type, round, the date you requested it, the date it is due and the date it arrived. It calculates how long you have been waiting, flags anything overdue, works out the turnaround for samples that arrived, and summarizes how many are approved, waiting or overdue. Rows turn red when overdue and green when approved.

Reviewing a sample? Pair this log with the Sample Approval Checklist and the Fit Comment Form.

1. Enter your brand and season

Type your brand and season at the top, so the file is easy to identify when you save several versions.

2. Add a row for every sample request

For each request enter the style number and name, the factory, the sample type (proto, fit sample, size set, pre-production, top of production or photo sample), the round number and the date you requested it. Use a new row for each round, so you keep the history.

3. Enter the date it is due

Put in the date the factory promised the sample. This is what the sheet uses to decide whether it is overdue, so ask for a firm date.

4. Record the date it arrives and the status

When the sample arrives, enter the date received and update the status (requested, in progress, shipped, received, reviewed, approved or revise and resubmit). Add the courier and tracking details and your comments.

5. Read the summary and the flags

Days since request counts to the date received, or to today while you are still waiting. A sample is flagged Overdue when it has a due date that has passed, has not been received and is not approved. The summary shows how many samples are logged, approved, still waiting and overdue, and the average turnaround in days. Use turnaround to plan your next schedule.

Common mistakes

• Overwriting a row instead of adding a new row for each round.
• Not asking the factory for a firm due date.
• Forgetting to enter the received date, so a sample keeps showing as waiting.
• Not recording the decision and comments.

Questions

Keep going

• Pre-Production Samples Explained
• How to Run a Fit Session
• Sample Approval Checklist
• Order Tracking Log
• All downloadable templates