When you work with open purchase orders and purchase quotes in Business Central, it can be hard to keep track of which requests are still outstanding with your vendors and whether you have already sent reminders. The Purchase Management Journal gives you that overview in one place.
The Purchase Management Journal lists all outstanding requests, meaning every line where you are still waiting for an answer from a vendor. For each line you can see the date the request was sent and whether a reminder has already been sent.
You can send reminders to multiple vendors in one batch instead of handling each line individually. The system sends each reminder in the vendor’s own language, based on the language code set up on the vendor.
You can filter the list, for example to show only requests older than one week, so you can quickly find the lines that need a follow-up reminder.
Getting an overview of outstanding purchase requests
When you look at your open purchase orders or open purchase quotes, it is often difficult to get a clear picture of what is actually on request with your vendors. Which lines are you still waiting for? Have you already sent a reminder to anyone? The Purchase Management Journal solves this.
In the Purchase Management Journal you find a list of all outstanding requests. This is every line where you still need an answer from a vendor. The list also shows the date each request was sent, so you have a starting point for following up.
Filtering on the request date to find lines that need a reminder
To find the requests that are overdue, you can set a filter on the date the request was sent. A common approach is to filter on all requests older than one week.
In this example, the filter reveals two new order lines that went out more than a week ago. For some of the other lines, reminders have already been sent to the vendors. That way you can see at a glance which lines still need attention and which ones you have already followed up on.
Sending reminders to vendors in one batch
Instead of sending reminders one line at a time, you can send new reminders to multiple vendors in a single batch. You select the lines the vendors have not answered yet and send the reminders together.
In the example, a first reminder is sent to two lines, while other lines that had already been reminded once get their next reminder. The system creates and sends the reminders to the relevant vendors in one go.
Reminders are sent in the vendor’s language
Each reminder is generated in the right language based on the language code set up on the vendor. So a vendor in one country receives the reminder in their language, while a vendor in another country receives it in theirs, without you having to manage that manually.
Tracking how many reminders have been sent
After sending, the reminder list updates automatically. You can see how many reminders have gone out to each vendor, for example whether a line is on its first, second, or third reminder.
The result is a single place where you have an overview of all outstanding lines and all the reminders you have sent to your vendors.
Q&A
What does the Purchase Management Journal show?
It shows a list of all outstanding purchase requests, meaning every line where you are still waiting for an answer from a vendor. For each line you also see the date the request was sent and whether a reminder has already been sent.
Can I send reminders to several vendors at once?
Yes. You can send new reminders to multiple vendors in a single batch by selecting the lines that have not been answered, instead of handling each line one at a time.
How do I find purchase requests that are overdue?
Set a filter on the date the request was sent. For example, you can filter on all requests older than one week to quickly find the lines that need a follow-up reminder.
What language are the reminders sent in?
Each reminder is generated in the vendor’s own language, based on the language code set up on the vendor.
Can I see how many reminders have been sent to a vendor?
Yes. After sending, the reminder list updates so you can see how many reminders have gone out to each vendor, for example whether a line is on its first, second, or third reminder.