After the purchase order is issued, the supplier may promise to deliver in batches or may adjust the date multiple times. Saving only the last delivery date will make it impossible for procurement to distinguish between the original commitment and the current arrangement. Delivery confirmation needs to be an independent collaboration record and associated with the order line.

How to arrange records and operations

The quantity, date, reason and submitter shall be recorded for each confirmation, and an effective plan will be formed after the purchase is accepted. When the supplier modifies the commitment, it will prompt the affected production or replenishment tasks. Unconfirmed responses will be displayed separately from officially accepted plans. For offline confirmations such as emails, you can attach the voucher and indicate supplementary enrollment.

The delivery commitment records the order line, planned quantity and estimated arrival time. The supplier can provide feedback line by line and cannot only accept the entire order. Changes to the commitment must indicate the affected parts, and the effective arrangements will be updated after confirmation by the purchasing staff. When the goods are actually shipped, a separate shipping record is created, and the promised status does not directly change to arrived. Partial delivery retains the remaining quantity and new arrangements, and the receiving end will verify the physical goods. When querying delays, the company’s required date, supplier’s promised date and actual arrival are displayed at the same time, so that we can discuss where the differences occur.

Specific scenarios that need to be checked

For example, the same order line is split into two delivery batches, and the cumulative quantity and different dates are checked for acceptance. Test rejection of changes, partial acceptance, and concurrent replies to avoid old pages overwriting new plans. The report also provides the first commitment and current commitment caliber to facilitate analysis of the sources of delays.