Encourage late deliveries to vendors by creating and emailing a list of documents awaiting processing.

Module Description

The functionality described in the following documentation allows you to generate delivery reminders for vendors containing all order lines that have not yet been fulfilled and are expired.

It is possible to define via a setup on the vendor whether the latter should be subject to a reminder and therefore a tolerance time for the creation of the reminder itself with respect to the delivery date.

Setup

Setup Origins

To activate the functionality, you must set the “Enable Delivery Reminders” field to TRUE in the Application Areas tab:

By activating the flag, the client will automatically restart, the feature will be active and all pages and fields for managing the feature will be visible.

Still within the Origins setup, the Delivery Reminders tab will be displayed, where two fields will be displayed :

• Reminder series no.: enter here the serial no. to be automatically assigned when creating reminders
• Reminder reference date : you can choose between different reference date options for calculating the days of delay (expected loading date, requested loading date, promised loading date)

Delivery reminders terms

Using the search bar at the top right you can open the list of Delivery reminders Terms :

In this table you can code the terms for creating reminders.

In the “Minimum days late” field, you can indicate the minimum number of days that must elapse between the expected loading date and the reminder creation date for the outstanding document line to be included in the reminder itself.

Vendor master data

For each vendor, it is possible to establish how and when to create delivery reminders by indicating the delivery term code in the appropriate field of the data.

The field to be populated in the master data is “Delivery reminder terms code” in the Receipt tab:

If the field in the master data remains empty, it means that the vendor is not subject to the creation of reminders.

Functionality

Creating reminders

To create delivery reminders, use the search bar at the top right and select Delivery reminder list:

From the list using the Create function in the top functional bar, a request page will open within which it is possible to set filters using the fields available both on the headers of the purchase orders and on the rows of the same documents:

The system will loop through all purchase order lines that have:

• Outstanding quantity > 0
• They are not included in a cumulative receipt or a warehouse receipt 
• They are not already present in another reminder not yet issued

The system also considers non-Item type lines (such as CG Accounts or Resources) to ensure that any unprovided services are not solicited.

Based on the lines found and the managed vendors, the system will create a vendor reminder containing all overdue document lines.

All reminders are created in open status and show the document creation date and reminder deadline.

By opening the document you can see:

• Header
  • Nr., Name and address of vendor
  • Reference contact
  • Posting date
  • Document date
  • Due date
  • Delivery reminder code
  • Status, is handled automatically
• Lines
  • No. and Order Line No.
  • Type, No., Variant code, Article reference no., Description and unit of measure, taken from the reference order line
  • Quantity, shows the quantity ordered
  • Outstanding quantity, indicates the quantity still outstanding on the order line
  • Dates, receipt dates entered at order line level
  • Days of delay, calculated as the difference between the workdate date of the creation report and the reference receipt date set in setup

It is also possible to insert manual lines within the reminders by choosing the order to make the connection.

Through the document header functions it is possible to manage its Release, reopening and printing.

When a reminder is in status = Released it will be non-editable.

Issuing reminders

Using the Issue function on the delivery reminder list will open a request page where you can perform various operations:

• Issue: allows you to issue the document. Issuing changes the status of the reminder to Issued, the document is reported in the list of issued reminders. In order to issue the reminder, it must be in the Released status.
• Print: also issue the printout at the same time as issuing the reminder
• Send email: allows sending an email to the printing provider, this also occurs at the same time as issuing.

Printing and sending emails are subject to the issuing of a reminder, so the flags will be activated automatically.

By default, the request page will show a filter for the reminder you are currently positioned on, but you can delete or modify it to perform the action on multiple reminders at the same time.

The issued reminders disappear from the Delivery reminders list and are moved to Delivery reminders issued.

The issued reminder appears in the same way as described above with the status changed to Issued:

If the email was sent at the same time as the issue, the issued reminder will be created with the Mail sent = TRUE flag.

If the email has not been sent previously, you can use the Send email function on the header of the issued reminders:

A reprint can be made in the same way: