Purchasing · Beginner

Review Pending Purchase Orders

Learn to review purchase orders with outstanding deliveries and identify items requiring follow-up. Distinguish overdue deliveries from those with no confirmed delivery date.

Effective management of purchase orders (POs) is crucial for ensuring the timely availability of spare parts and materials, directly impacting maintenance efficiency. This guide focuses on reviewing pending purchase orders to identify and address delivery delays proactively. Mastering this process helps minimize downtime and optimize operational continuity.

Where it's available and step by step

Step by step in ManWinWin Desktop

1
Open the purchase-order list in your installation.
2
Use the available filters, where provided, to narrow the review to orders with outstanding deliveries; use your installation’s labels rather than assuming a status named Pending.
3
Open an order requiring review and identify its reference and supplier for follow-up.
4
Review its item information against recorded deliveries to identify what remains undelivered, distinguishing wholly outstanding items from partially delivered items.
5
Check any recorded expected delivery dates for the outstanding items against today’s date, distinguishing overdue deliveries from future deliveries and missing dates.
6
Repeat the review for the remaining orders and prepare a follow-up list with each order reference, supplier, outstanding item and delivery-date issue, without modifying orders or registering receipts.

Theory and technical background

Importance of Timely Deliveries in Maintenance

In maintenance management, the arrival of spare parts and consumables at the right time is paramount. Delays can lead to extended equipment downtime, increased production losses, and higher overall maintenance costs. By actively reviewing pending purchase orders, maintenance teams can anticipate potential shortages, communicate with suppliers, and make informed decisions to mitigate risks, ensuring that maintenance schedules are adhered to and operational availability (a key KPI) remains high. This proactive approach supports the principles of effective asset management as outlined in ISO 55000.

Distinguishing Delivery Statuses

When reviewing purchase orders, it's vital to differentiate between various delivery statuses. 'Outstanding deliveries' refers to any items on a PO that have not yet been fully received. Within this, 'overdue deliveries' are those with an expected delivery date in the past that has been missed. 'Future deliveries' are expected at a later date, and 'missing dates' indicate items where no expected delivery information has been recorded. This distinction helps prioritize follow-up actions, allowing focus on critical items that are already impacting or will soon impact maintenance plans.

Impact on Maintenance KPIs

The efficient management of pending purchase orders directly influences several critical maintenance KPIs. Delays in receiving parts can significantly increase Mean Time To Repair (MTTR), as equipment remains out of service awaiting components. This, in turn, negatively affects equipment availability and overall equipment effectiveness (OEE). Conversely, a streamlined procurement process, supported by diligent PO review, helps reduce lead times, ensures parts are available when needed for preventive maintenance, and contributes to better inventory control, ultimately improving asset performance and reducing unexpected breakdowns.

Best practices

Regularly schedule PO review: Make it a routine to check pending orders, perhaps weekly or bi-weekly.
Prioritize critical items: Focus follow-up efforts on parts for critical assets or urgent repairs first.
Maintain clear communication: Establish clear channels with suppliers for delivery updates.
Document all issues: Keep a log of delivery issues and follow-up actions for future reference and supplier evaluation.

Frequently asked questions

Why is it important to distinguish between wholly and partially delivered items?

Distinguishing allows for accurate inventory assessment and targeted follow-up. Partially delivered items might already allow some work to proceed, while wholly outstanding items require full attention, especially if they are critical components for maintenance tasks.

How often should I review pending purchase orders?

The frequency depends on your operation's scale and urgency, but at least weekly is a good practice. High-volume or just-in-time environments may require daily checks to prevent disruptions to maintenance schedules.

What should I do if a supplier consistently delays deliveries?

Consistent delays warrant a review of the supplier's performance. Document these instances and consider discussing potential issues with the supplier, exploring alternative suppliers, or adjusting reorder points and lead times for future orders to mitigate risk.

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