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Guide

A weekly stock and orders sheet with an exceptions list

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For this guide and its prompts we recommend:

  • Shopify exports your orders and inventory for the weekly exceptions sheet. 3-day free trial · €1/month for the first 3 months on most plans (source)
  • Spocket shows supplier stock and delivery time. 7-day free trial (source)

Offers checked 21 Oct 2026

You can now get a weekly problem orders list.

A weekly sheet that lists late orders, low stock and odd orders, emailed to you every Monday.

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What you need

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  • Your online store's order and inventory export
  • A spreadsheet and any AI chat assistant for formulas
  • An automation tool connected to your email inbox
  • Your dropshipping supplier app, if you use one
  • ShopifyA working store with checkoutTrial
  • SpocketProducts and supplier details checkedTrial

Steps

  1. Export orders and stock each week

    Export last week's orders and your current stock levels into the same spreadsheet, one tab each. Keep the column names the same every week so the formulas keep working.

  2. Write the exception rules first

    Decide what counts as an exception in your business before any formula: an order unshipped after a set number of days, stock below a level you choose, an order far larger than usual or with mismatched addresses.

    Weak

    Find problems in my orders.

    Better

    Flag an order as LATE if it is unfulfilled [3] days after it was placed, LOW if stock is under [5], and ODD if the quantity is more than [4] times our usual order of that product.

  3. Let AI write the formulas

    Describe each rule in a plain sentence and ask for the formula, then test it on a few rows you checked by hand. Put all flagged rows on one exceptions tab.

    Example

    =IF(AND(D2="unfulfilled",TODAY()-C2>3),"LATE","") in E2 marks an order unshipped for more than three days.

  4. Email the exceptions every Monday

    Set an automation to send you the exceptions tab every Monday morning. If the list is empty, the email says so, so you know it ran.

  5. Check supplier stock for low items

    For products from a dropshipping supplier, check their stock in the supplier app before you reorder or promote a low item. For checking a supplier before you start, see /guides/check-a-dropshipping-supplier/.

The full instruction

Copy it into any AI chat assistant and change only the first line.

Change only this line: PRODUCT = [handmade ceramic mugs and bowls]

You help me build a weekly exceptions list from my orders and stock for my PRODUCT.

My rules: late = unfulfilled after 3 days, low stock = under 5, odd = quantity over 4 times usual or billing and shipping country differ. If I want other limits, I will tell you.

I paste the column names and two sample rows from my order export and from my stock export.

Do three things:
1. Write one spreadsheet formula per rule, using my column names, with a one-line explanation each.
2. Describe an exceptions tab that collects all flagged rows.
3. List three rows I should check by hand to test each formula.

Use only my columns and rules; ask me if a column is missing.

Start with the late-order formula.

Paste your material below this line:

What you end up with

One sheet that flags late orders, low stock and odd orders by your own rules, an email every Monday and supplier stock checked before you reorder.

Common mistakes

  • Writing formulas before deciding what counts as an exception.
  • Changing column names in the export so formulas break silently.
  • Treating an odd order as fraud without checking it with the customer.

Processes that need more than one tool

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Each process below uses several tools, each for the job it does best. Any AI chat assistant works where one is named.

  1. Export orders

    Tools, in order: Shopify → a spreadsheet

    1. Export last week's orders and your current inventory from Shopify.
    2. Paste them into the same two tabs of your spreadsheet each week, keeping the column names unchanged.

    The prompt for this process

    Here are the column names and two sample rows from my Shopify order export and inventory export: [paste].

Tell me which columns I need for three checks: late orders, low stock and odd orders. List columns I should never rename or move so formulas keep working, and any column that is missing for the checks. Then suggest a tab layout for orders, stock and exceptions.

Start with the columns I need.

  2. Exception formulas

    Tools, in order: any AI chat assistant → a spreadsheet

    1. Describe each exception rule in one plain sentence to the chat assistant and ask for the formula with your column names.
    2. Test each formula on rows you checked by hand before trusting it.

    The prompt for this process

    Write spreadsheet formulas for my exceptions list.

Columns: [paste names, with column letters]
Rules: late = unfulfilled after [3] days; low stock = under [5]; odd = quantity over [4] times the usual for that product, or billing and shipping country differ

For each rule, give one formula, where to put it and a one-line explanation. Then give a formula that collects all flagged rows on an exceptions tab. Say which rows I should test by hand. Use only my columns.

Start with the late rule.

  3. Weekly email of exceptions

    Tools, in order: a spreadsheet → an automation tool → your email inbox

    1. Set an automation tool to read the exceptions tab every Monday morning.
    2. Send the list to your email inbox, with a line saying 'no exceptions this week' when it is empty.

    The prompt for this process

    Help me plan a weekly email of my exceptions list.

Exceptions tab columns: [paste]
When to send: [e.g. Monday 07:00 my time]
Who gets it: [me, or a role]

Write: the trigger, the steps in an automation tool, the email subject, a body that lists each exception in one line grouped by type, and the text for weeks with no exceptions. Add one test I run before switching it on.

Start with the trigger.

  4. Check supplier stock

    Tools, in order: Spocket → a spreadsheet

    1. For each low-stock item from a dropshipping supplier, check the supplier's stock and delivery time in Spocket.
    2. Add the supplier stock and the date checked next to the item in the spreadsheet before you reorder or promote it.

    The prompt for this process

    Here are my low-stock items that come from a dropshipping supplier: [paste product, my stock, supplier].
Here is what I found in Spocket for each: [paste supplier stock and delivery time].

Make a table: product, my stock, supplier stock, delivery time, action (reorder, pause promotion, find another supplier, no change). Use only what I pasted. Where supplier data is missing, write [CHECK IN SPOCKET?].

Start with the table.

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