Original Promise Date on Purchase Orders in GP10

(0) Share

Report

Posted on by Sunasd

We create a PO and email the PO to our vendor who in turn responds back to us the "Promised Ship Date". So we then want to update the PO to have this agreed upon Promised Ship Date as the Original Promise Ship Date. We use the Promise Ship date and update that as dates might have to move in or out. But we want to measure our vendors against that original date they quoted us. Any suggestions?

*This post is locked for comments

I have the same question (0)

All responses (8)

Answers (0)

Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

Like (0)

Report

Since you can have partial shipments, I would think you'd want to track vendor performance at the line item level rather than the PO header level. In the Purchasing Item Detail Entry window, there's a field called 'Current Promised Date', which looks like what you need.

Was this reply helpful? Yes No
Sunasd 80 on at

Like (0)

Report

Thank you for the reponse Frank. We do want to track on the item level but if you do not update the "Current Promised Date" you will lose visibility as to when you really expect it to show up. Let me lay out a scenerio.

We fax off a PO asking for a delivery date of 3/3 (Thats one week less then vendor stated lead time). We populate the requested by date at 3/3 and the promise date as 3/3. Vendor responds back that 3/7 is the best they can do. So we leave the requested by date at 3/3. And then we move the promise date to 3/7. I now want to hold the vendor accountable to 3/7 because we have both agreed on this date. 1 week later the vendor calls and tells us something has happened and they wont be delivered till 3/14. We have no choice at this time but to go in and change the Promised Date to 3/14 so that every one has visibility as to when this line item is due. And I now dont have anyway of tracking vendor performance.

I am hoping there is just something we are missing and is an easy fix. But this is kind of important to us to have this visibility.

Lucas

Was this reply helpful? Yes No
Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

Like (0)

Report

Lucas, I must be missing something here (or maybe it's that it's 3 PM here and time for siesta :)

Yes, you would have to update the Current Promised Date field but would you not have to do that regardless of where the field is located?

Was this reply helpful? Yes No
Sunasd 80 on at

Like (0)

Report

Yes but once I do that I lose visibility of our agreed upon promise date. the 3/7 date in my scenerio. You are right I need to do that regardless of where it is the date needs to be updated. I want to be able to see a date I can grade or rate my vendors on.

Lucas

Was this reply helpful? Yes No
Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

Like (0)

Report

Lucas, the original promised date at the line item detail remains static once the PO is released, even if you change the currrent promised date. I'm speculating that what you are seeing is the original promised date changing when you change the current promised date, which does occur when the PO Staus is still 'New'. Am I correct? If so, will using the current promised date at the line level work for you?

Was this reply helpful? Yes No
Sunasd 80 on at

Like (0)

Report

Frank, First I would like to say thank you for taking the time to understand what I am asking.

No the current promised date doesnt work. When we go to print the PO to send it to the Vendor the PO status is automatically changed to released. So the PO is no longer in the New status. But at that point when the PO is released we do not have a confirmed Promise date yet. We email the PO to the vendor and they respond with a confirmed promise date and we update the current Promise date to the date the vendor just confirmed with us. At this point in the process everything is fine and it works great. But now if the Vendor is going to slip the date and want to let us know the delivery date of the Product is going to be later then we originally agree on then we have to go in and change the Current Promise date to this new date the vendor gave us. Again the system is functioning correctly and everything for that order is fine.

The problem is that I then want to build a report and "Grade" or "Rank" my vendors. I need to be able to see how often they were "Late" to the original "Agreed" upon promise date. And if they slipped the date on me and I updated the PO I dont have any visiblity that the vendor failed to meet the original agreed upon promise date. This is the actual problem I am trying to fix.

I either need one more date field on the PO or just need access to the "Original Promised Date" so I can update that date to be what we agree upon...... Though you were right when you said we probably would not want to use this date as some PO line Items can have different agreed upon promise dates, from line to line. So I really need another date field on the PO Line Item level.

I was surprised there were not any threads I could find on this subject. When I did not find any other threads I am assuming there is some kind of work around or some kind of fix. As I would assume that any materials manager using GP would need to have this feature.

Lucas

Was this reply helpful? Yes No
Richard Whaley 25,195 on at

Like (0)

Report

To restate and possibly clarify what Frank has said...

In each of the Line Items of the PO you will find an Original Promise Date, a Current Promise Date, and a Receipt Date. Of course, the Receipt date is hardly useful in what you want since you could have several receipts from a PO.

Here is what I tell customers to do:

1. When the vendor first confirms a delivery date, the Original Promise Date and the Current Promise Date is updated. Currently you have to do that manually but in Version 2010 this will be much easier. (Visit our web site and check out the current Version 2010 Closeup article then drill down to all of the Closeups. There is one on just this topic.)

2. When the vendor alters the delivery date, edit the Current Promise Date field ONLY for each line. Now the lines have an original and a current promise date.

3. After the items are received, match the various receipt lines against the PO lines. You now have a list of quantity of item received on specific Receipt Date against a PO Original Promise Date and Current Promise Date. (You also have a requested date in the PO Line data, the date YOU wanted the items)

The only thing that is not covered is multiple Current Promise Date Changes by the vendor. If the vendor provides more than one change to the Original Promise Date, you need to decide whether you want to retain the one most recent update or the first changed data only.

In most firms, the vendor performance is calculated as the actual receipt date against the Request Date and/or the actual receipt date against the Original Promise Date. Changes to the promise date recorded in the Current Promise Date field are not actually points to measure performance as they allow the vendor to be late. The Current Promise Date is most often used to warn the receiving dock about product that should be arriving.

Was this reply helpful? Yes No
Frank Hamelly | MVP... 46,625 Super User 2025 Season 2 on at

Like (0)

Report

Thanks for the points of clarification Lucas and Capt. Whaley. What I was missing was that you're receiving multiple date changes from your vendors. As you've surmised Lucas, you'd need to add another date field to record them. And as Richard stated, I would be measuring them against the original promise date, not a moving target, unless you want to track how many times their promised date changes and whack them over the head with that. :)

Was this reply helpful? Yes No

Community site session details

Original Promise Date on Purchase Orders in GP10

Helpful resources

Quick Links

Responsible AI policies

Neeraj Kumar – Community Spotlight

Congratulations to the November Top 10 Community Leaders!

Leaderboard > 🔒一 Microsoft Dynamics GP (Archived)

Featured topics

Product updates

Community site session details

Original Promise Date on Purchase Orders in GP10

Helpful resources

Quick Links

Responsible AI policies

Neeraj Kumar – Community Spotlight

Congratulations to the November Top 10 Community Leaders!

Subscribe to this forum!

Select categories

Leaderboard > 🔒一 Microsoft Dynamics GP (Archived)

Featured topics

Product updates