C-04-02 Manage an Overdue Order

Who: Scheduler
Why: The Scheduler can either resend the Order to the same Supplier or select a different Supplier.
When: When an Order has been transmitted to a Supplier but the Supplier does not respond (accept or reject the Order) within the designated time.
Before you begin
  • N1 - One of the SLA Targets on the Supplier’s Contract designates how long (number of hours/days) after the Order is transmitted before the Supplier must respond (accept/reject Order).
  • N2 - If the response is not received by the “trigger” time/date, the Order status changes to OVERDUE ACCEPTANCE. This may impact the KPIs of the Supplier (depending on how the Contract’s KPIs are defined).
    4-2-0-a_order_overdue-SLA_triggers-LBL.png
Related topics
Procedure

This procedure describes the following actions that can be applied to an Overdue Order:

  • Resend Order (give the Supplier more time to respond to the Order);
  • Select a different Supplier for the Order;
  • Recall the Order and modify the list of Items on the Order.
  1. On the ConSol menu select Worklist > All.
    The My Worklist Summary appears.
    4-2-2_My_Worklist-order_overdue_list-LBL.png
    • NOTE: Other methods to find the required Order include using the Search Order or Find Order functions (see topic Find/View/Modify Order Details) and using the My Work function (see topic My Work Overview & Search).
  2. Click Orders Not Yet Accepted - Overdue.
    NOTE: If there are no Orders in the OVERDUE ACCEPTANCE status (count = 0) you will not be able to click the link.
    The list of Overdue Orders appears.
    N1 - The red SLA symbol indicates that the SLA target has been breached.
    N2 - Task Created is the date/time when the Order  became overdue.
    N3 - Start Date is the nominated date for work on the Order to commence.
  3. Click Action to open the overdue Order that needs to be actioned.
    The Review Overdue Order screen appears with list of Items (N4) displayed.
    N5 - The date the Order became overdue is displayed.
  4. To see information about the overdue status, click the History tab.
    The History of the Order is displayed.
    N6 - The entries show when the Order was transmitted to the Supplier, if the Supplier’s SLA was breached/warned and when the Order became overdue.
  5. Scroll to the bottom of the Review Overdue Order screen to see what actions can be performed on the overdue Order.
    • NOTE: The following steps are NOT a procedural sequence. Follow any ONE of the steps to perform that action.
Resend the Order (to give the Supplier more time to respond to the Order)
  1. Click the Re-Send Order button.
    The Transmit Order screen appears indicating that the Order was transmitted again to the Supplier. This effectively “resets the clock” on the Order acceptance (the Order status changes from OVERDUE ACCEPTANCE to NOT YET ACCEPTED).
    • IMPORTANT: This does NOT cancel the SLA breach caused by the original Overdue Acceptance.
    The Transmit Order screen appears indicating that the Order was transmitted again to the Supplier. This effectively “resets the clock” on the Order acceptance (the Order status changes from OVERDUE ACCEPTANCE to NOT YET ACCEPTED).
    4-2-8_Overdue_Order-resend_ViewOnly-LBL.png
    • WARNING: Clicking the Select New Supplier or Re-Itemise buttons (N7) will cause the existing list of Items to be deleted. If you want to retain the existing list of Items including Unit Costs and Quantities use the Export button on the items tab (N8) first to copy the items to a spreadsheet. Then the exported spreadsheet can be imported afterwards into the re-itemised Order. See topic Export Order/Items and Import back to Order for details.
      4-2-4-b_Overdue_Order-Export_Items-LBL.png
Select a different Supplier for the Order
  1. Click the Items tab.
    The list of items is displayed.
  2. If you wish to retain the items and quantities on the Order, you must export the items into a spreadsheet so you can later import them into the re-allocated Order.
    See topic Export Order/Items and Import back to Order for details.
    • WARNING: Clicking the Select New Supplier button will cause the existing list of Items to be deleted. If you have not exported the items, you will have to rebuild the Order after selecting the Supplier.
  3. Click the Select New Supplier button.
    The Allocate Order screen appears with the Suppliers tab selected. The list of Suppliers that can fulfil the Order is displayed. See topic Allocate an Order for more information.
    4-2-10_Overdue_Order_-_Allocate_Order_-LBL.png

    The Order has been recalled from the Accept Order stage to the Allocate Order stage (as represented in the graphic below). The Order status returns to REQ SUPPLIER SELECTION.
Recall the Order and modify the list of Items on the Order
  1. Click the Re-Itemise button.
    The Order is moved back to the Itemise Order stage.
    The Itemise Order screen appears with the Items tab selected. The list of items and quantities as transmitted to the Supplier is displayed. Modify and/or add items as required. See topic Itemise an Order for details and then resend to the Supplier.
    • NOTE: The Cancel Order button moves the Order to status CANCELLED so it is deactivated. The Modify Details button allows the basic Order details to be modified without recalling it from the selected Supplier. The Order status remains at OVERDUE ACCEPTANCE.
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