Overdue deliveries and delivery reminders
Keep an eye on overdue purchase orders and remind suppliers with a delivery reminder – individually, for several purchase orders or automatically.
Under Purchasing → Overdue deliveries you see all purchase orders whose goods are overdue. From here you remind suppliers with a Delivery reminder by email.
When is a purchase order considered overdue?
A purchase order is listed if it is Ordered or Partially delivered, still has open quantity and the date of an open line has been exceeded by more than the Grace days. The date used is:
- the confirmed date of the line from the order confirmation (OC),
- otherwise the confirmed delivery date of the OC,
- otherwise the delivery date of the purchase order.
Drop-shipping purchase orders do not appear. Above the list you can see how many grace days apply and whether automatic delivery reminders are on.
The list
| Column | Content |
|---|---|
| Purchase order | Purchase order number. Double-click opens the purchase order. |
| Supplier | Supplier of the purchase order. |
| Due since | Earliest overdue date. |
| Delay | Days since that date. From 15 days, the row is highlighted in red. |
| Open lines | Open quantity per item, e.g. "5 × Screw M4". |
| Open (quantity), Open (value) | Quantity not yet delivered and its value, with total. |
| Conf. | Confirmed or Deviation if an order confirmation has been recorded. |
| Delivery reminders | How often reminders have already been sent and when the last one was. |
| Supplier email | Hidden; can be shown via the column selection. |
Filters
- Supplier – only the purchase orders of one supplier.
- Grace period – With grace period (default) or Without grace period (all overdue), i.e. from the first day after the date.
Step by step: send a delivery reminder
- Right-click the purchase order → Send delivery reminder ….
- In the popup, check the recipient To (prefilled with the supplier's email address).
- Subject and text come from the "Delivery reminder" email template and can be adjusted here.
- Click Send. The reminder is counted on the purchase order (Delivery reminders column).
You can also send reminders in the purchase order window in the Backorder and delivery reminders section, where you also see all previous delivery reminders.
Remind several purchase orders at once
- Select the purchase orders.
- Click Send … delivery reminders and confirm.
- For each purchase order, an email with the default "Delivery reminder" template is sent to the supplier. Suppliers without an email address are skipped; the confirmation prompt states how many.
Settings and automatic delivery reminders
Via Settings in the toolbar you open the Delivery reminders – settings popup:
| Field | Meaning | Default |
|---|---|---|
| Grace days | Days after the date before a purchase order counts as overdue and a reminder is sent. | 3 |
| Interval | Days between two automatic reminders. | 7 |
| At most | Maximum number of automatic reminders per purchase order. | 3 |
Automatic delivery reminders are off by default. You switch them on with Activate (with confirmation) and off again with Deactivate. When active, every supplier with overdue lines receives a delivery reminder based on the "Delivery reminder" email template at 7 a.m. on weekdays – taking grace days, interval and maximum number into account. The popup shows since when the automation has been active.
Permissions
Anyone with the View purchasing, suppliers and purchase orders permission can see the overdue deliveries list. Sending delivery reminders and changing the settings requires the Create purchase orders permission.