Tracking Vendor Late Shipments in Business Central

Learn how to track the on time delivery of your vendors using standard fields in Microsoft Dynamics NAV & Business Central.

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In a previous blog post we covered how we can hold ourselves accountable to the promises we make to our customers. We specifically looked and tracking late shipments.

This blog post will review the purchasing side of on time delivery allowing you to track in Microsoft Dynamics Business Central which of your suppliers are missing their delivery date and impacting your business operations.

Why track Vendor late receipts in Business Central?

Keeping production operations running smoothly requires a consistent flow of raw materials and accurate timing for planning purposes.

Business Central provides the ability to track our vendors ability to delivery on time. Using Power BI we can flag late receipts so you can focus on remedying these delivery issues with your vendors.

Where to track late receipts from Vendors?

When creating a purchase order, Business Central provides us the ability to track if the items we ordered were actually delivered on time.

By pulling this data into Power BI we can create an easy way to evaluate our vendors, items, and various other parameters as they relate to the on time delivery of our items and inventory.

Need help getting started with Power BI in Business Central? We've got you covered.

Purchase order document fields that relate to tracking vendor delivery expectations
Purchase order fields that relate to on time delivery tracking

Operationally, your team will need to input the relevant information so that it can be tracked in Power Bi and give you the information needed to plan and hold your vendors accountable.

Now that you have worked in the process of adding your vendor promises and requests, you will need to pull this data out into PowerBI in order to monitor and track your KPIs. 

The table is called workflowPurchaseDocuments.

Purchase Order tables in Business Central to select in Power BI
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This table contains a ton of information that may be useful for how you want to frame or measure your KPIs. The fields we will use for calculating the specific KPIs in this example are:

  • Posting Date
  • Receive
  • Expected Receipt Date
  • Requested Receipt Date
  • Promised Receipt Date

At this point you are free to make a decision on what shape the KPI should take for your organization. The Posting Date of the Purchase document is the day we will consider that the items were received. Your organization can use either the Expected, Promised, or Requested Receipt Date (or a combination of them) to determine when the receipt will be considered late from the Vendor. 

In addition, if you are interested in increasing the sophistication you can add lead time and warehouse handling time into the calculation, but we will not cover that in this blog post. The receive field allows you to filter to only the Purchase Documents that have been received.

Tracking vendor late shipments and deliveries in Power BI
An example Power BI report showing various visuals for vendor late shipments

We are able to flag receipts as late using the simple calculated column as follows:

Late Label = IF(DATEDIFF(workflowPurchaseDocuments[postingDate],workflowPurchaseDocuments[requestedReceiptDate],DAY)<0,"Late","On Time")

This formula is looking at the days between the Posting Date and Requested Receipt Date and if the posting date is before the requested receipt date, then it determines that this was an On Time Delivery and labels it as such.

From this label we can easily create the KPIs and visuals as needed. You can review the example on time delivery dashboard above as an idea for how to track your vendors performance on delivering shipments on time from the data you have in Microsoft Dynamics 365 Business Central.

Need help? Get a demo of the above or ask any questions you need. We can help.

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