The Government e-Marketplace (GeM Portal) is an initiative of the Government of India and is designed to enable the government departments, organizations, and public sector undertakings (PSUs) to procure goods and services transparently and efficiently. For service providers and sellers on the GeM Portal, order tracking is an essential aspect of business management. Timely tracking of an order leads to on-time delivery, a good relationship with the buyer and faster payment.
In this comprehensive tutorial, you will learn how to track orders on the GeM Registration Portal, know about different order status and common problems and solutions with respect to order tracking.
Understanding Order Tracking on the GeM Portal
Order Tracking on the GeM Portal is such a feature that allows sellers to track the entire order life cycle. It is documented at all stages, from the placing of the order by the buyer to the receipt of the goods and payment by the buyer. This makes both the buyer and seller transparent and accountable.
A seller is notified via email and dashboard alerts after a government buyer has made a purchase. The seller then has to accept the order and process, ship and deliver within the stipulated timeline.
Step-by-Step Process to Track Orders on the GeM Portal
Step 1: Log in to your GeM Seller Account
You must go to the official GeM Portal for Sellers site and log in with your username and password. If you have multiple accounts, ensure that you are logging into the right seller account.
After you log in successfully, you will be Taken To Seller Dashboard, here you get all Activities and Notifications.
Step 2: Go to the “Orders” tab
Look for the “Orders” tab on the left menu bar in your dashboard and click on it. The good news, this is the whole section with all the orders from government buyers. You’ll see different categories like:
New Orders
Accepted Orders
Shipped Orders
Delivered Orders
Cancelled Orders
Completed Orders
Step 3: Choose the order you'd like to track.
Click on the order ID which you want to track. Order numbers: Each order has a unique number. After clicking the order number, you can see details as follows:
Buyer details
Product or service description
Quantity ordered
Order value
Delivery timeline
Dispatch details
Step 4: Check Order Status
The order status shows the current stage of processing. Common order statuses on the GeM Portal include:
Created – The buyer places the order.
Accepted – The order was accepted by the seller.
Rejected – Order rejected by seller.
Dispatched – The seller dispatched the item.
Received – The item is received by the buyer.
Done – The transaction is done successfully.
Cancelled – the user or the seller cancelled the order.
Keep an eye on these statuses on a regular basis, just to be on the safe side that no order should be delayed and/or missed.
Step 5: Update Dispatch Details
After sending the item, the seller has to update the dispatch information in the system. This includes:
Courier or logistics partner name
Tracking number
Dispatch date
Expected delivery date
Once these details have been entered, the order status is changed to “Dispatched.” The buyer is then able to track the shipment with the tracking number.
Step 6: Delivery Confirmation
After the product is delivered, the buyer confirms receipt on the portal. Once confirmed, the status changes to “Delivered.” If there are no disputes or issues, the order eventually moves to “Completed.”
Delivery confirmation is important because payment processing starts only after successful delivery and acceptance by the buyer.
Tracking Service Orders on the GeM Portal
For service providers, the process is slightly different. Instead of physical dispatch, service completion details are updated. Sellers must upload:
Service completion report
Invoice copy
Supporting documents, if required
After the submission, the service is reviewed and verified by the buyer. When the buyer approves, the order is completed.
Payment Tracking After Order Completion
After the order is completed, sellers can track payment status under the “Payments” or “Bill” section. The GeM Portal follows a structured payment process, and payments are generally released within the specified timeline after acceptance.
Sellers should ensure that:
Invoice details are accurate
Bank details are correctly updated
No compliance issues are pending
Common Issues While Tracking Orders
Order Not Visible: If your order isn’t showing up on the dashboard, refresh the page or adjust the filter settings. Make sure you are logged into the right account.
Status Not Updating: If the order status is not updating after dispatch, verify that tracking details were correctly entered. Contact GeM support if the issue persists.
Buyer Not Confirming Delivery: If the buyer delays confirmation, you may contact them directly through the portal messaging system.
Order Cancellation: Order cancellation may be caused by an item being out of stock, a delivery delay or documentary non-compliance. Review the cancellation reason and act accordingly.
Tips for Efficient Order Management on the GeM Portal
Check your dashboard daily for new orders.
Accept / Decline orders within the specified time.
Ship the product by the due date.
Enter valid tracking information.
Have good communication with buyers.
Keep all records ready for auditing or verification.
Importance of Timely Order Tracking
Timely tracking ensures:
On-time delivery
Reduced cancellation rates
Better buyer satisfaction
Faster payment release
Improved seller credibility
Note: If you want to apply for GeM Seller Registration, through our website.
Conclusion
The tracking of orders on the GeM Portal is a small piece of work but an important job, every registered seller and service provider on the Government e-Marketplace has to perform. Log in to your dashboard, go to orders, get status updates, and then insert dispatch details, in order for you to have smooth order fulfillment.
Good tracking of an order adds to the transparency and also brings in timely delivery and payment. Sellers will be able to take full advantage of the features after following the above-mentioned step-by-step procedure to track orders on GeM and following the best practices to manage and multiply their business via the GeM Portal.
Make order tracking at least a daily habit, if not more often, to ensure you are serving the customer well and not delaying delivery while you work your active tenders, if you indeed actively plan on working with government buyers.
