Smarter Week

How to automate it

How to automate “chase suppliers for order confirmations and late deliveries”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, every day
55%
of the time can be automated
Easy
to set up

Fix 1 of 2

AutomationBest fix

Send automatic reminders for unconfirmed and late orders

Your ERP or a simple flow emails suppliers when a PO has not been confirmed or a delivery date is close, so you only chase the ones that stay silent.

Typically saves about 50% of the time2 h to set up
  1. 1Make sure every PO has a promised delivery date.
  2. 2Turn on PO acknowledgement and reminder features in NetSuite, Dynamics 365, SAP or your procurement tool.
  3. 3Or build a Power Automate, Zapier or Make flow: if no confirmation in 2 days, email the supplier; 3 days before due date, ask for status.
  4. 4Review an exception list daily.

Tools: NetSuite · Dynamics 365 · SAP · Power Automate, Zapier or Make

Fix 2 of 2

Software feature

Let suppliers update their own details and confirm orders in a portal

Supplier portals let suppliers confirm POs, update contacts and upload certificates and insurance themselves, with expiry reminders.

Typically saves about 40% of the time4 h to set up
  1. 1Check what your system offers: Coupa Supplier Portal, SAP Business Network, NetSuite supplier portal, Ariba.
  2. 2Invite your top 20 suppliers first.
  3. 3Require certificates and insurance uploads with expiry dates.
  4. 4Verify any bank detail change by phone to a known number.

Tools: Coupa Supplier Portal · SAP Business Network · NetSuite supplier portal · SAP Ariba

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Procurement / purchasing specialist

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Other common tasks for Procurement / purchasing specialists