Calculate Expected Procurement Delays
The functionalities are described below from the perspective of the departments concerned:
- Project management
- Purchasing
- Production
- Assembly
- Warehouse
- Other internal departments for other services
Project Management Department
A project procurement process in COSMO Project Manufacturing begins with the correct and complete definition of requirements. To do this, a line in the Project Budget Calculation page or Project Processing Procurement page must be created as follows:
- What is required? (Type and No. fields)
- How much is needed? (Quantity field)
- When is it needed? (Procurement End Date field)
- Which department fulfills the requirement? (Procurement Channel field)
The Plan Procurement function is used to report requirements to the relevant department that covers them. Responsibility is transferred.
Review Procurement Project
Whether and how the procurement signal and possible delays are calculated for a project depends on the procurement signal code used in the project (Procurement Signal Code field in the Planning FastTab).
All relevant information about the status of the procurement is available in the Project Processing Procurement page. These fields are described in the following table.
| Field | Description |
|---|---|
| Procurement Finish Date (Origin) | The procurement finish date is pre-assigned. This means that even after accepting (Accept action) a delayed date, the originally requested date remains visible. NOTE: If the procurement finish date is changed manually due to project postponements, this field is also updated. |
| Comment Procurement | Specifies the comments about the procurement process. NOTE: This information is also available in the requirement covers (purchase order, production order, assembly order). Any information can be exchanged between the requirement notifier and the department covering the requirement. |
| Promised Receipt Date | Specifies the promised receipt date of the corresponding order line. |
| Proc. Signal Tolerance Green | If the field is light grey, the value is equal to the value in the Project Card. It can be adjusted for a specific critical procurement process if required. Then it is formatted in black. |
| Proc. Signal Tolerance Yellow | If the field is light grey, the value is equal to the value in the Project Card. It can be adjusted for a specific critical procurement process if required. Then it is formatted in black. |
| Expected Provision Date | Specifies the expected provision date for the project. This date is taken from the following fields depending on the requirements checker: - Purchasing department: Expected receipt date of the order - Production department: Due date OR confirmed end date of the production order - Assembly department: Due date OR confirmed end date of the assembly order - The field remains empty for the warehouse requirements and time entry procurement channel. |
| Provision Date Status | Specifies the provisioning status. The options are: - Accepted: The expected delivery date corresponds to the requested date or the delay has been accepted. - Rejected: The expected provision date was rejected. - New Procurement Delay: The expected delivery date is later than the requested date. - Procurement Delay Solved: An existing procurement delay was solved by rescheduling. - Ambiguous relations: There are two requirements coverages for the line in the Project Processing Procurement page. A calculation of the procurement signal is not possible. |
| Proc. Signal Value | Specifies the color value of the procurement signal. The options are Empty, Green, Yellow, and Red. NOTE: For people with red-green color vision deficiency. |
| Procurement Signal | Specifies the color of the procurement signal. The options are Empty, Green, Yellow, and Red. |
| Procurement Delay (Expected) | Specifies the number of expected days of delay. NOTE: Only calculated if the procurement end date is in the future. The value can also be negative (Expected Provision Date < Procurement End Date). |
| Procurement Delay (Actual) | Specifies the number of actual days in arrears. NOTE: Calculated if the procurement end date is in the past. |
| Requester Code | Specifies the requirement indicator. |
| Requester Name | Specifies the name of the requester. NOTE: This information is displayed in the procurement documents (purchase order, production order, assembly order). |
In addition, the Project Procurement Details FactBox is used to calculate and display information about the reported requirement and other important details about the process covering the requirement.
The FactBox is divided into several sections:
- Demand – Information about the reported requirement (always displayed).
- Purchase – Information about the associated purchase order for the Procurement Channels = Requisition, Purchase Quote, and Purchase Order is displayed if a purchase order exists.
- Manufacturing – Information about the associated production order for the Procurement Channels = Construction Order and Purchase Order is displayed if a production order exists.
- Assembly – Information about the associated assembly order for the Procurement Channel = Assembly Order is displayed if an assembly order exists.
Best Practice
The project line comments (Comment Type = Purchase) can be used to exchange information between the requisition notifier and the requisition checker. These are displayed in the order line, in the production order and in the assembly order and can also be viewed, edited, and supplemented from there.
Recognize New Procurement Delays
New procurement delays that arise in a project are calculated and displayed in the Project Card. The fields in the Planning FastTab are described in the following table.
| Field | Description |
|---|---|
| Procurement Delay Expected | Specifies the number of expected procurement delays (expected procurement delay > 0 days). |
| Procurement Delay Actual | Specifies the number of actual procurement delays (actual procurement delay > 0 days). |
| Procurement Rescheduled | Specifies the number of newly scheduled procurements. This includes lines in the Project Processing Procurement page with the following procurement statuses: - New Procurement Delay - Procurement Delay Solved - Ambiguous relations NOTE: The project manager should always monitor this field because every rescheduling usually requires an activity. |
The relevant project requirements can be opened using the drill-down functionality. These key figures can be displayed in the Projects list via the Project Details - Procurement FactBox (shown with the Personalize feature).
Additionally, the Procurement Signal field is calculated and displayed in the Project Planning and Processing page for further transparency.
Note
If there are several lines in the Project Processing Procurement page with different signal colors for a project structure plan line, the highest color is always displayed.
Check, Accept or Reject Procurement Delays
As a rule, the purchasing, production and assembly departments that cover requirements check the reported project requirements (in terms of content and schedule) via the Project Procurement Planning page. The Release function is used to create the procurement documents depending on the procurement channel. A possible and checked delivery date or provision date for the project is entered at a later point in time in the requirement-fulfillment process:
- Purchasing department enters the supplier's promised receipt date in the purchase order in the order header (for all order lines) or alternatively for each order line.
- Production department enters the confirmed end date in the production order header.
- Assembly department enters the confirmed end date in the assembly order header.
This date is written back to the line in the Project Processing Procurement page and the procurement signal and possible delays are calculated. If the project procurement end date is in the future, the expected delay is calculated, and the procurement status is set.
In the event of expected procurement delays, the project manager should take note and utilize the functions on the Scheduling menu in the Project Processing Procurement page:
- Accept – used when the delay is accepted, and the expected procurement delay is resolved. This action:
- transfers the Expected Provision Date to the Procurement End Date field. The original date is retained in the Procurement Finish Date (Origin) field and can be used for comparisons with the accepted date.
- sets the Provision Date Status field to Accepted.
- sets the calculated expected delay to 0.
- sets the Procurement Signal/Proc. Signal Value to Green.
- Reject – used when the delay is NOT accepted, and the expected procurement delay remains. This action sets the Provision Date Status field to Rejected.
The department fulfilling the requirements must check the process again and try to cover the requirement earlier, at best on the desired project date.
Purchasing Department
For the procurement signal and possible delays to be calculated for procurement processes that are covered by the purchasing department, a procurement signal code with the Purchase checkbox selected must be entered in the Proc. Signal Code field in the Project Card.
In addition, the Purchase Date Confirmation needed field in the Project Procurement Signal Codes page can be used to control when the calculation of the procurement signal should be started. If the Purchase Date Confirmation needed checkbox is:
- not selected – The procurement signal is calculated when the order line is created, initial color = green, initial status = accepted.
- selected – The procurement signal is only calculated when a promised receipt date is entered.
Best Practice
Set this identifier when an order confirmation is usually requested from suppliers.
The information from the line in the Project Processing Procurement page is also available in the purchase order so that the responsible purchaser can also monitor the procurement status of an order line.
The relevant fields in the purchase order are described in the following table.
| Field | Description |
|---|---|
| Project Comments | Specifies comments about the procurement process. NOTE: Purchasing can use this to provide the requisitioner with further information about the procurement process. |
| Promised Receipt Date | Specifies the promised receipt date of the associated order line. This date is taken from a purchase order confirmation. |
| Procurement End Date (Project) | Specifies the desired project date. |
| Provision Date Status | Specifies the provisioning status: - Accepted: the expected delivery date corresponds to the requested date, or the delay has been accepted - Rejected: the expected provision date was rejected - New Procurement Delay: there is an expected delivery date that is later than the requested date - Procurement Delay Solved: an existing procurement delay has been resolved |
| Procurement Signal Value | Specifies the color value of the procurement signal: Empty, Green, Yellow, and Red. NOTE: For people with red-green color vision deficiency. |
| Procurement Signal | Specifies the color of the procurement signal: Empty, Green, Yellow, and Red. |
| Procurement Delay (Expected) | Number of expected days of delay. NOTE: Calculated if the procurement end date is in the future. |
| Procurement Delay (Actual) | Number of actual days in arrears. NOTE: Calculated if the procurement end date is in the past. |
| Requester Name | Name of the requester. NOTE: This information is displayed in the requirement covers (purchase order, production order, assembly order). |
| Expected Receipt Date | Specifies the date on which the item will be available for the project. This date is transferred to the Expected Provision Date field of the corresponding line in the Project Processing Procurement page. NOTE: This date may differ from the promised receipt date if an overhead for procurement is maintained in the production facility or a warehouse lead time for item receipts is maintained in the storage location. |
To obtain an overview of all project procurements from the perspective of the purchasing managers, the Purchase Lines and Project Procurement Planning pages can be used in conjunction with the standard Business Central filter options (e.g., filtering for status = rejected, order lines with high delays, order lines that are delivered too early due to project postponements, = negative delays). The same information in the purchase order line is available in the Purchase Lines page (accessible via Tell Me) and Project Procurement Planning page.
Production Department
The production department usually covers the project requirements that are created and reported using the design order and production order procurement channels. At the end of the procurement process, the production order is the process that covers the requirements for both procurement channels.
For the procurement signal and possible delays to be calculated for procurement processes that are covered by the production department, a procurement signal code with the Manufacturing checkbox selected must be entered in the Proc. Signal Code field in the Project Card.
In addition, the Manufacturing Date Confirmation needed field in the Project Procurement Signal Codes page can be used to control when the calculation of the procurement signal should be started, and to which date the calculation refers. If the Manufacturing Date Confirmation needed checkbox is:
- not selected – The procurement signal is calculated when the production order is created, initial color = green, initial status = accepted. The reference date is the due date.
- selected – The procurement signal is only calculated when a confirmed end date is entered. The reference date is the Confirmed End Date.
The information from the line in the Project Processing Procurement page is also available in the purchase order so that the responsible purchaser can also monitor the procurement status of an order line.
The relevant fields in the production order are the same fields that are also available in the purchase order or purchase order line (see Purchasing Department).
These fields are also available in the Firm Planned Prod. Orders and Released Production Orders list views so that a cross-production order view of adherence to delivery dates is also possible.
Assembly Department
Calculating expected procurement delays in the assembly department is handled the same as the Production Department, except that the Assembly and Assembly Date Confirmation needed fields are defined in the Project Procurement Signal Codes page and the relevant fields are in the Assembly Order lines.
Warehouse Department
An expected delay is calculated for reported project requirements that are covered by inventories if the available stock on the procurement end date is not sufficient to cover the required quantity.
No tolerances are considered. There are therefore only two possibilities:
- Quantity will be fully available on the requested date:
- Provision Date Status = Accepted
- Procurement Signal Value/Color = Green
- Quantity will not be fully available on the requested date:
- Provision Date Status = New Procurement Delay
- Procurement Signal Value/Color = Red
An explicit action by the requester or project manager is not required.
Various actions are available in the Procurement Project Processing page for a quick check of item availability (Related > Item > Item Availability by).
Internal Services Department
For reported requirements with Procurement Channel = Time Entry, only the actual delay is charged.
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