Proposal For Reminder and Auto Close of Purchase Order

Proposal summary 

This proposal describes the reminder for non-receiving purchase order and auto close of same purchase orders. 

Requirement 

The client would like to complete the following requirements: 

• If there is no item receipt created for purchase order, send a reminder email to section head and purchaser after 7 and 14 days of purchase order creation date. 
• If the item receipt is not created for purchase order by the 15^th day after the purchase order creation date, we can close the purchase order automatically. And send closure email to the session head and purchaser. 

Our Solution 

Prerequisites 

• We require the email address of the section head and purchaser to send the emails. 

Reminder Email 

We will send email reminders to the section head and purchaser after 7 and 14 days. We will find the days using the creation date of the purchase order and send the emails using the format illustrated below. 

We will fetch the purchase order that is remaining open after 7 and 14 days of the creation date and will send reminder emails to the section head and purchaser on a scheduled basis. 

This script will be scheduled every day at 10 Am and the section head and purchaser will get a reminder email on an everyday morning  

7^th day Email Format 

Subject: Purchase Order Overdue by 7 Days 

Hi,  

Good day,  

This is just a friendly reminder that the following purchase orders are not received yet.  

So, these purchase orders will close next week [closing date].  

Purchase orders: 
[Purchase order number 1] 
[Purchase order number 2] 

Thank you very much for your attention to this matter.  

14^th day Email Format 

Subject: Purchase Order Overdue by 14 Days 

Hi,   

Good day,  

This is to inform you that the following purchase orders are not received yet. 

So, these purchase orders will close on tomorrow.  

Purchase orders: 
[Purchase order number 1] 
[Purchase order number 2] 

Thank you very much for your attention to this matter.  

Auto close of Purchase orders 

We will update same scheduled script which will get the purchase order that is not received after 15 days of the creation date and close those purchase orders. 

This script will be scheduled every day at 10 AM and all orders that are not received for last 15 days after creation will get closed automatically in NetSuite. 

Closure email: 

We will send closure email to the section head and purchaser after closing the purchase order on the 15^th day. We will find the days using the creation date of the purchase order and send the emails using the format illustrated below. 

This script will be scheduled every day at 10 Am and the section head and purchaser will get a closure email on an everyday morning. 

 15^th day  closure Email Format 

Subject: Purchase Orders closed after 15 overdue Days 

Hi,   

Good day,  

This is to inform you that the following purchase orders are overdue by 15 days. 

So, these purchase orders are closed now.  

Purchase orders:  
[Purchase order number 1] 
[Purchase order number 2] 

Thank you very much for your attention to this matter.  

Assumptions: 

• We will set the static email address of the section head and purchaser in the recipient of the email. 
• The script will send one email to the section head and purchaser every day containing all purchase order numbers which need to send reminders or closed. 
• If there are no purchase orders after 7 ,14 or 15 days on that day, the script will not send an email to the session head and purchaser. 
• We are considering the creation date of the purchase order and not considering the approval date of the purchase order. 

• We will send emails for purchase orders under all subsidiaries, not applying any subsidiary restrictions. 
• No files will be attached to the emails. 
• The emails will only be sent to purchase orders in pending receipt and pending approval status. 
• We will not consider the partial receiving of purchase orders for sending emails.