The Open Order Reminder allows the Community Administrator to trigger a task to appear in the Outstanding Receiving task list for orders that are open (not received or partially received) for longer than the specified number of days (e.g. orders still open after 30 days).
With this feature we send buyers a notification whenever an invoice is processed against an order sitting in the Outstanding Receiving tasks menu. This ensures buyers are kept aware of any new invoices submitted against any orders they have not fully received.
Enable Open Order Reminder
To enable this feature select Administration from the Module Switcher and then select the Procurement page from the Hamburger menu. Scroll to the Receiving section and select the checkbox option called Enable Open Order Reminder. When checked this will allow you to specify the number of days an order has to be open for before it creates a task in the Outstanding Receiving task list.
|Note: Orders with Invoices that are Pending Receiving will appear in the Outstanding Receiving task list immediately, whether or not Open Order Reminders are enabled and also triggers an email for pending receiving.|
This feature works well in conjunction with the Task Digest Email. For more information see Enable Task Digest Email.
Viewing Outstanding Receiving
To see any current outstanding receiving go to the Tasks menu and selecting Outstanding Receiving.
This page will show only orders that have had a receiving task created and it includes filters for Order Number, Supplier, Has Pending Invoice (does it have an invoice in a Pending Receiving state). Click on the order number to open the order and, if needed, receive the order. For more on receiving see Receiving Orders.
|Note: Orders with a red note icon to the left imply an order with a Pending Receiving Invoice.|
See below for scenarios’ showing when an order will be added to the Outstanding Receiving tasks page (all scenarios use 30 days as an example time frame):
- Order created after the feature was enabled – Order is still in an Open or Partial receiving state after 30 days has passed.
- Order created before or after feature is enabled - An invoice is created against the order after the feature has been enabled and the order has not been marked as received. The buyer is also notified via email that they need to receive the order.
- Order created before the feature is enabled - Order is in an Open or Partial receiving state, the feature is then enabled and then the order is partially received. If the order was created more than 30 days ago, it will be added straight away. If the order has not reached the 30 days, it will be added when it does.
- Order has Pending Receiving Invoice - These orders will always show in the Outstanding Receiving task page (an email for pending receiving will also be triggered).