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The short version
What to take away.
- Keep one original requirement per line and preserve the complete MPN.
- Separate planning context, supplier responses, and internal approval status.
- Make missing evidence and next actions visible to the person who owns the review.
Introduction
A sourcing spreadsheet should make each line understandable without a separate conversation. The goal is not to collect every possible detail in one crowded sheet. It is to keep the identifiers, decision context, and follow-up ownership visible as responses are compared.
Start with one clear line per requirement
Use separate columns for manufacturer, complete MPN, description, package, grade, quantity, and assembly or BOM reference. Keep the original part and any proposed alternate on separate lines. Add a status field such as open, reviewing, approved for quote, or closed, with a short note explaining the current state.
Add commercial and delivery context
Record the request date, destination, planning window, requested quantity, and any packing or documentation needs. A planning window gives context without turning the spreadsheet into a delivery guarantee. If a response includes a different quantity, package, or condition, record that difference in its own field rather than overwriting the original request.
- Original manufacturer and MPN
- Alternate MPN and reason for review
- Quantity, destination, and planning window
- Documentation requested and received
- Owner, next action, and review status
Make evidence easy to follow
Use columns for source, document link, lot or date information when provided, and the person responsible for review. Mark missing documents explicitly. Keep supplier notes separate from internal approval notes so a commercial response is not mistaken for engineering acceptance. When an alternate is suggested, list the open comparison questions and the approval owner.
A few useful answers
Common questions.
Should alternates share the original line?
Usually, no. A separate alternate line preserves the original requirement and makes differences, documents, and approval status easier to review.
What if a supplier leaves a field blank?
Mark it as missing or pending and assign a follow-up owner. A blank cell can look complete when it actually represents an unresolved question.
Is a spreadsheet enough for approval?
It can organize the review, but it does not replace the technical, quality, or customer process required for the specific program. Keep the approval evidence linked to the line.
