At times, Community Administrators may desire to trigger an Outstanding Receiving task to buyers. For receiving that has been opened (not received or partially received) for a specified length of time (e.g. after 30 days).
Once triggered, buyers will receive an email notification whenever an invoice is processed against the Outstanding Receiving orders, located in their task menu. Ensuring buyers are privy to any new invoice actions taken place.
Additionally, Community Administrators can enable Invoice Reminders setting. To assign a wait period between when an invoice is created by the supplier (when items are shipped) and when the buyer will receive a reminder close to when the products are expected to arrive.
Enable Open Order Reminder
To enable Open Order Reminder setting, go to Administration module > select Modules > click Procurement.
Select Features tab > scroll down to header titled Receiving > check Enable Open Order Reminder box > once selected, the Open Order Reminder Days box will allow the user to specify the number of days an order has to be open before triggering an Outstanding Receiving task to buyer.
| Note: Pending Receiving orders with invoices will appear in the Outstanding Receiving task list immediately and trigger an email notification. Whether or not Open Order Reminders setting is enabled. |
The Open Order Reminder setting works well in conjunction with the Task Digest Email. For additional information, refer to help article more information see Enable Task Digest Email.
Enable Invoice Reminder Wait
To enable Invoice Reminder Wait setting, go to Administration module > select Modules > click Procurement.
Select Features tab > scroll down to header titled Receiving > check Enable Invoice Reminder Wait box > once selected, the Invoice Reminder Wait Days box will allow the user to designate the amount of days, Unimarket will wait before sending a receiving reminder notification. To buyers for orders that have an invoice with the Pending Receiving state.
View Outstanding Receiving
To see any current Outstanding Receiving tasks, select the Tasks menu > click Tasks tab > select Outstanding Receiving.
The Order Receiving screen will populate, displaying orders that has a receiving task created to action. Additionally, users can customize their search utilizing the Order Number, Supplier and/or Has Pending Invoice (i.e. Pending Receiving orders with an invoice) filters.
| Note: Orders with a note icon on the left of the item number, implies an order with a Pending Receiving Invoice. |
To view the order, select the item number. For additional information about receiving, please refer to help article Receiving Orders.
Scenario
If the community has enabled Open Order Reminder and designated the Open Order Reminder Days for 30 day timeframe, buyers will receive Outstanding Receiving tasks if:
- Order is still in Open or Partial receiving state after 30 days has passed and the order was created after settings were enabled.
- An invoice is created against the order after the settings were enabled and the order has not been marked as received. The buyer will also be notified via email, that receiving action is needed.
- Order is in an Open or Partial receiving state, the settings were enabled after the order was created 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.
- Orders pending receiving with an invoice will always show on the Outstanding Receiving task screen. Additionally, an email notification will be triggered to buyers to take action.