Managing Pending Orders

Managing Pending Orders

Managing pending Purchase Orders in EquiBillBook is essential for maintaining efficient procurement operations. This guide helps you track, monitor, and take action on orders that are awaiting fulfillment from suppliers.

What are Pending Orders?

Pending Purchase Orders are orders that have been created and sent to suppliers but are still awaiting:

• Supplier confirmation
• Goods or services delivery
• Invoice receipt from supplier
• Conversion to Purchase Bill

Accessing Pending Orders

To view pending Purchase Orders:

1. Navigate to Purchase → Purchase Order → List
2. Use the status filter and select "Pending"
3. Or go to Purchase → Purchase Order → Pending Orders (if available)
4. The list will show all orders with "Pending" status

Viewing Pending Order Details

For each pending order, you can view:

• Order Number: Unique identifier for the order
• Supplier Name: Supplier from whom you're purchasing
• Order Date: When the order was created
• Expected Delivery Date: When goods are expected
• Order Amount: Total value of the order
• Items: List of items ordered
• Status: Current status (Pending)
• Days Pending: How long the order has been pending

Monitoring Pending Orders

Order List View

The pending orders list provides:

• Quick overview of all pending orders
• Sortable columns for easy organization
• Search functionality to find specific orders
• Filter options for date ranges, suppliers, etc.
• Bulk actions for multiple orders

Dashboard Widgets

Dashboard may show:

• Count of pending orders
• Total value of pending orders
• Orders pending beyond expected delivery date
• Quick links to pending orders

Pending Orders Report

Generate reports to analyze pending orders:

• Pending Orders Summary: Overview of all pending orders
• Aging Report: How long orders have been pending
• Supplier-wise Pending: Pending orders by supplier
• Value-wise Pending: Pending orders by value
• Overdue Orders: Orders past expected delivery date

Actions on Pending Orders

View Order Details

To view full order details:

1. Click on the order number or order row
2. View complete order information
3. Check items, quantities, prices, and terms
4. Review delivery address and instructions

Follow Up with Supplier

To follow up on pending orders:

• Use order details to contact supplier
• Send reminder emails through the system (if available)
• Add notes about follow-up actions
• Update expected delivery dates if changed

Update Order Status

When goods are received:

• Mark items as received
• Update status to "Received" or "Partially Received"
• Add notes about receipt
• Prepare for bill conversion

Cancel Pending Order

If order needs to be cancelled:

• Open order details
• Click "Cancel Order"
• Enter cancellation reason
• Confirm cancellation
• Status changes to "Cancelled"

Edit Pending Order

Make changes if needed:

• Some fields may be editable
• Update quantities or prices if agreed with supplier
• Modify delivery dates
• Add or remove items (if allowed)
• Save changes

Convert to Purchase Bill

When goods are received:

• Click "Convert to Purchase Bill"
• Review pre-filled bill details
• Adjust quantities if partial receipt
• Enter supplier invoice number
• Save the Purchase Bill
• Order status updates to "Converted"

Tracking Pending Orders

Expected Delivery Date Tracking

Monitor delivery timelines:

• View orders by expected delivery date
• Identify orders approaching delivery date
• Flag orders past expected delivery date
• Set reminders for upcoming deliveries

Aging Analysis

Analyze how long orders have been pending:

• View days since order creation
• Identify orders pending too long
• Prioritize follow-up on old orders
• Generate aging reports

Supplier Performance

Track supplier delivery performance:

• Monitor which suppliers have pending orders
• Track delivery timelines by supplier
• Identify suppliers with delayed deliveries
• Use data for supplier evaluation

Best Practices for Managing Pending Orders

• Review pending orders regularly (daily or weekly)
• Set up alerts for orders approaching delivery date
• Follow up with suppliers proactively
• Update expected delivery dates when suppliers provide updates
• Document all communications in order notes
• Prioritize high-value or critical orders
• Convert orders to bills promptly when goods arrive
• Cancel orders that are no longer needed
• Use reports to identify patterns and issues
• Maintain good supplier relationships through communication

Pending Orders Workflow

Daily Review

Daily tasks:

• Check new pending orders
• Review orders approaching delivery date
• Follow up on overdue orders
• Update status when goods arrive

Weekly Review

Weekly tasks:

• Generate pending orders report
• Analyze aging of pending orders
• Review supplier performance
• Plan follow-up actions

Monthly Review

Monthly tasks:

• Comprehensive pending orders analysis
• Review supplier delivery patterns
• Identify systemic issues
• Update procurement processes if needed

Notifications and Alerts

Set up notifications for:

• New pending orders
• Orders approaching delivery date
• Orders past expected delivery date
• Orders pending beyond threshold days
• High-value pending orders

Troubleshooting

Can't see pending orders?

• Check status filter is set to "Pending"
• Verify you have permission to view orders
• Check date range filters
• Clear search filters if applied

Orders not showing as pending?

• Verify order status is actually "Pending"
• Check if orders were converted or cancelled
• Review order details to confirm status

Can't update pending order status?

• Check if you have permission to update orders
• Verify order is not locked
• Try refreshing the page
• Contact administrator if issues persist

Effective management of pending orders ensures smooth procurement operations, timely deliveries, and better supplier relationships!