The purchase management journal in Microsoft Dynamics 365 Business Central lets you send reminders to vendors for purchase order lines that are overdue. You filter on lines where the expected receipt date has passed and the outstanding quantity is greater than zero, then send a reminder by email.
The system groups all outstanding lines per order into one reminder. Lines that are already delivered are left out, so the vendor only sees what is still missing.
You can send multiple reminders for the same order. The system tracks how many reminders you have sent, so you can follow up with a second reminder if the vendor does not respond to the first.
Sending vendor reminders from the purchase management journal
From the purchase management journal you can send reminders to vendors for the lines where you are still waiting for goods. These are the overdue lines, where you have accepted an order from your vendor but the goods have not yet arrived on the ramp.
To find the relevant orders, go to the related function Show purchase orders. The system filters on the orders where the expected receipt date has passed, for example yesterday, and where the outstanding quantity is greater than zero.
One reminder per order with the outstanding lines
Once the orders are filtered, you can send reminders to the vendors. The reminders are generated so that all outstanding lines on an order are grouped together. That means you get one reminder per order, covering only the lines that are still outstanding.
If some of the lines on an order have already been delivered, those lines are left out. The reminder only includes the remaining lines on the order.
Sending the reminder by email and following up
You can send the reminder directly by email. After sending, you can see in the right column that reminder number one has been sent.
If you do not get a response from your vendor, you can send another reminder. The header then shows that this is the second reminder, so you always know how many reminders have been sent for a given order.
The email sending is handled in the Document Handling app, which is covered in a separate video.
Q&A
How do you send reminders to vendors in Business Central?
From the purchase management journal, use the related function Show purchase orders. The system filters on orders where the expected receipt date has passed and the outstanding quantity is greater than zero. You can then send reminders to the vendors by email.
How are reminder lines grouped?
All outstanding lines on an order are grouped into one reminder, so you get one reminder per order. Lines that are already delivered are excluded, and only the remaining outstanding lines are included.
Can you send more than one reminder for the same order?
Yes. If the vendor does not respond to the first reminder, you can send a second reminder. The header shows which reminder number has been sent.
How is the reminder email sent?
The email is handled in the Document Handling app, which is covered in a separate video.