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      Internal - Order Updates

      Detailed external help article: https://help.shipserv.com/en/articles/8174001-order-updates

       

      Index for this article (Select to advance to desired section):

      Details for Support in setting up Order Updates/Expediting

      Details for the RMs in guiding the setup for the buyer

       

      Overview:

      Buyer

      •Can set up automated requests for updates from specified suppliers

      •Can set up automated reminders for updates (applies to both automated and manual requests)

      •Can manually request a status update from any supplier and view responses in Trade

       

      Supplier

      •Respond to Buyer's request to send shipping status/delays/other

      •Can include tracking information

      •Can also send updates to keep the buyers up-to-date on shipping status at any time

       

      💥The Relationship Manager MUST provide the request to add the Enable Order Update config for a buyer.

       

      By default, Order Updates (expediting) will be active for all suppliers (with few exceptions - i.e. Grainger and integrated suppliers, for the time being); supplier will be able to send order updates to buyers with an active configuration. However, when a supplier clicks the Order Update button, on a transaction from an inactive buyer, they will get a message this buyer is not enabled for Order Updates. Soon, the UI will be updated so for the other (inactive) buyers’ transactions, the suppliers will not see those buttons in the UI at all.

       

      Note, a buyer can only have Order Updates (expediting) OR Advance Shipping Notices. In the near future, buyers will be able to utilize both features in a consolidated UI.

       

      Details for Support in setting up Order Updates/Expediting:

       

      Enabling Order Updates for the buyer:

      Upon request from RM/Buyer, new configuration must be added to the buyer account in Zero by support:

      •“Enable Order Updates”

      Link to video walk-thru with support:

      In Manage, the buyer/admin selects the suppliers they wish to send automated update requests to. This information can be viewed and exported to Excel in Zero here:

       

      In Manage/Settings/Transaction Settings/Expediting & Order Updates, this is where the buyer admin is encouraged to add/edit/delete the Suppliers they wish to include in automated update requests:

       

      Setting the Automated Requests:

      How lead and notification time determine when automated update requests are sent out (for selected suppliers):

      • If the Generic lead time is set to a # of days, then use Created date (of the PO) + generic lead time - notification period to send automated update request.

      • If the Generic lead time is set to "Any lead time" and the Delivery date (of the PO) is populated, then use Delivery date (of the PO) - notification period to send automated update request.

      • If the Generic lead time is set to "Any lead time" and the Delivery date (of the PO) is blank, then use Created date (of the PO) + notification period to send automated update request.

         

        This what the settings look like in Zero:

         

      In Manage/Settings/Transaction Settings/Expediting & Order Updates, this is where the buyer admin sets up the automated requests:

       

       

      Setting Order Update Reminders:

      How often and how many reminders are sent (for all Order Update Requests, not just the automated requests):

      •Based on the parameters the users set in Manage (stored in Zero, shown here), if the reminders are set to “Yes”, the reminders will be sent every X days, based on the SendFrequency value, for as many times as is set in the Number of times value.

      Buyer/admin sets this in manage and the values can be seen here in zero.

      The reminders (if set up) are applied to all automated and manual update requests.

       

      This is where the buyer admin sets the automated reminders in Manage:

      The Expediting/Order Update Email notifications and CC email notifications are set by the buyer admin under Settings/Notifications/Expediting and Order Updates by filling in emails and ticking the box for "Expediting and Order Updates".

      The Expediting and Order Updates box must be ticked to ensure the emails will be sent to the email address. Tap "Save" to finish.

      Additional emails can be added on the Cc'd Emails drawer (again tick the box) and save.

       

      This is where the order update/expediting emails are found in Zero:

       

      The Reporting Central Report to view overall status of how many updates are being requested and sent can be found here: “Expediting and Order Updates” report

       

       

      Details for the RMs in guiding the setup for the buyer:

      Conversations between RM and buyer will guide the buyer's decisions in set up and use of the "Update Request" button. After the buyers have laid out the plan, the RM will work with them to implement.

      1. The RM will request support to add the "Enable Order Update" config for a buyer in Zero.

        The buyer will need to be mindful when selecting suppliers to engage with in Order Updates. The RM will help the buyer establish which suppliers the buyer selects to send automated Update Requests to and which will get manual requests.

        This feature is designed primarily for select, long-lead-time orders, not standard consumables. For example, Grainger would not be a supplier to request updates from so they will be excluded for all buyers. The buyer is recommended to make the automated notification period calculated below be a long time, and for limited suppliers so as not to overwhelm the suppliers and the buyers with too many update requests/responses.

      2. The buyer can self-service set the primary and cc email addresses for Expediting/Order Update notifications. See Order Updates help article here.

      3. Is there an admin set up for the buyer account in Trade?

        1. If not, ask support to send them an email to register (and then admin needs to click and verify in the subsequent validation email).

      4. Are the people (expediters?) who will engage in sending requests and receiving updates set up as users?

        1. If not, ask their admin to invite them or if many, ask support to add them. (Then the users need to click the invite to set up password and verify in the subsequent validation email.)

      5. Do they wish to set up Automated Update Requests and Automated Reminders (for automated and manual requests)?

        • If so, Automated Request set up is accomplished by toggling on Automated Update Requests and setting the parameters. See help article here for details

      6. We encourage the buyer Admin to use the self-service tool to Select suppliers they wish to send automated Expediting/Order Updates to under Expediting settings.

      7. RM team can provide one-on-one training if requested

      8. Reports for internal use can be found here: Reporting Central Expediting overview