Purchase Order Tracking and Follow-Up
Still checking order status in several places?
Bring agreed order and receipt information into an open-order summary so purchasing can see what needs follow-up.
Inputs and Proposed Outputs
Inputs: purchase orders, release status, receipts, delivery information, and relevant rules.
Outputs: an open-order summary, exception list, and any separately agreed status updates or notification records.
A Simple Example
| Record | Review or action | What remains open |
|---|---|---|
| PO-DEMO-A is released with no receipt | Check the agreed sources | Delivery or receipt needs follow-up |
| PO-DEMO-B has a partial receipt | Record the source and open quantity | The remainder needs attention |
| A supplier contact is missing | Ask purchasing to confirm it | Notification waits for the recipient |
When Information Is Missing
Keep the order reference, version, missing information, and responsible person with the item.
Before an included notification, check the current version, authorization, and existing sending record. Check an uncertain result before retrying.
Check the Result
Compare orders and receipts with their sources. Test partial receipts, missing contacts, changed dates, and failed notifications.
Record completed, open, and excluded items separately. Exclusions do not count as successful processing.
Start with One Team
Choose an order group and review period. Agree records, rules, output, fees, and acceptance before implementation.
Does sending confirm delivery?
No. Sending, supplier acknowledgment, delivery, and goods receipt are separate facts.
Can updates and notifications be included?
Assess each action, access, permission, and result check before inclusion. A defined RPA task can be delivered independently; broader coordination is assessed separately.