Community Administrators can set up automated reminders to prompt buyers to complete outstanding receiving tasks. This article details how to enable the Open Order Reminder and Invoice Reminder Wait settings, and how buyers can view their Outstanding Receiving tasks.
Enable Open Order Reminder
The Open Order Reminder setting automatically triggers an Outstanding Receiving task for buyers if an order remains open (not received or partially received) for a specified number of days.
Once triggered, buyers will receive an email notification whenever an invoice is processed against these outstanding orders, ensuring they are aware of new invoice actions.
Steps to Enable:
Go to the Administration module.
Select Modules.
Click Procurement.
Select the Features tab.
Scroll down to the header titled Receiving.
Check the Enable Open Order Reminder box.
In the Open Order Reminder Days box, specify the number of days an order must be open before the system triggers the Outstanding Receiving task.
Note: Pending Receiving orders with invoices will appear in the Outstanding Receiving task list immediately and trigger an email notification, regardless of whether the Open Order Reminder setting is enabled.
Enable Invoice Reminder Wait
The Invoice Reminder Wait setting assigns a waiting period between when a supplier creates an invoice (indicating items have shipped) and when the buyer receives a reminder to complete receiving, typically close to the expected arrival date.
Steps to Enable:
Go to the Administration module.
Select Modules.
Click Procurement.
Select the Features tab.
Scroll down to the header titled Receiving.
Check the Enable Invoice Reminder Wait box.
In the Invoice Reminder Wait Days box, designate the amount of days the system will wait before sending a receiving reminder notification to buyers for orders that have an invoice in the Pending Receiving state.
Viewing Outstanding Receiving Tasks
Buyers can view all current outstanding receiving tasks in their task menu.
Steps to View:
Select the Tasks menu.
Click the Tasks tab.
Select Outstanding Receiving.
This will populate the Order Receiving screen, showing orders with a created receiving task.
Customization: Users can utilize filters such as Order Number, Supplier, and Has Pending Invoice to refine the search.
Pending Invoice Indicator: Orders with a note icon on the left of the item number indicate an order with a Pending Receiving Invoice.
View Order: Select the item number to view the order details.
Open Order Reminder in Action
If Open Order Reminder is enabled and set for 30 days, buyers will receive an Outstanding Receiving task under the following conditions:
The order remains in an Open or Partial receiving state after 30 days have passed (and the order was created after the 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 receive an email notification for necessary receiving action.
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The 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 to the task list immediately.
If the order has not yet reached 30 days, it will be added when that timeframe is met.
Orders pending receiving with an invoice will always display on the Outstanding Receiving task screen and trigger an email notification to buyers to take action.
| # | Trigger Condition | Buyer Action/Timing | What it means |
|---|---|---|---|
| 1 | The 30-Day Timeout | 30 days pass, and the order is still not fully received (Open or Partial). | "This order is overdue! Please confirm receipt." (The main reminder) |
| 2 | Invoice Arrives | A supplier sends an invoice for an unreceived order. | "An invoice is here! You can confirm receiving NOW." (Instant email + task) |
| 3 | Settings Turned On (Catch-Up) | You enable the 30-day setting, and an existing order is already past 30 days old. | "This order was already overdue, so here's the task immediately." (Immediate cleanup) |
| 4 | Pending Invoice (Always On) | An order has an invoice waiting and hasn't been received. | "A bill is always urgent." (Always appears in the task list, regardless of the 30-day setting, with an email alert). |
The general rule is: If an invoice is attached, it’s urgent and always visible. If it takes longer than 30 days without an invoice, the system automatically reminds the buyer.