Calculate the delivery date for a line, based on the lead time
This article describes how to calculate a delivery date for a line, based on the vendor's lead time and your organization's working days calendar, as they are specified on the Quotation tab of the Request for quotation reply page. Vendors can specify a lead time for each line. Then, when a purchase order is confirmed, a delivery date for a line is calculated from the confirmation date, based on the lead time and the working days calendar. If no lead time is specified, the confirmation date is used as the delivery date, unless the delivery date is automatically calculated.
The lead time details for a line are available on the following pages: Request for quotation reply, Purchase requisitions, Purchase agreements, and Purchase order.
The lead time details aren't overwritten when you calculate delivery dates for all lines on the page by using the Delivery dates button on the Calculate tab on the Action Pane. You can update the lead time details for unconfirmed or unapproved records. When you confirm a change order, you can recalculate a delivery date.
Set up a lead time calendar
You must set up the ability to calculate delivery dates, and the calendar that is used in those calculations, on the Procurement and sourcing parameters page.
Go to Organization administration > Setup > Calendars, and determine whether any existing calendar indicates the days when your agency is open. If you find an existing calendar that matches your organization's working days (that is, the days when your office is open and can receive shipments), move on to step 2. Otherwise, follow these steps to create a new working days calendar. You might want to create a new calendar if, for example, your office receives shipments from Monday through Thursday, but your organization's working days are from Monday through Friday.
- Select New to create a new calendar. Alternatively, select Copy to create a calendar from an existing, similar calendar that you can quickly update.
- In the Calendar field, enter an identifier for the calendar.
- In the Name field, enter a descriptive name.
- Select Working times.
- Select Compose working times.
- For each calendar day that is a working day, clear the Closed for pickup check box.
- Select Save to save your changes.
Important
We don't recommend that you change an existing calendar that is already used by another part of your organization.
Go to Procurement and sourcing > Setup > Procurement and sourcing parameters.
On the General tab, set the Calculate purchase order delivery date based on lead times and working days option to Yes.
In the Select calendar to determine working days field, select the calendar that indicates the days when your agency is open.
Select Save to save your changes.
A Lead time section now appears on the Purchase requisitions, Purchase order, and Purchase agreements pages.
Edit the lead time for a line
Purchase requisition
Lead time details that a vendor enters for a line on the Request for quotation reply page appear in the Lead time section for a purchase requisition. You can enter or edit the lead time details for a purchase requisition line. The lead time values for the purchase requisition lines are carried over when a purchase order is created.
Go to Procurement and sourcing > Purchase requisitions > All purchase requisitions to open the All purchase requisitions list page. (Alternatively, open a different list page.)
Select a purchase requisition in the list. Alternatively, select New.
On the Purchase requisition lines FastTab, select a line, and then select Details.
On the Purchase requisition line details page, on the Details FastTab, in the Lead time section, enter delivery date details.
- In the Lead time field, enter the number of days that are required for lead time.
- To use only business days, not all calendar days, to calculate the lead time, set the Working days option to Yes.
Select Save to save your changes.
Purchase agreement
Lead time details that are entered for a line on the Purchase requisition page appear in the Lead time section for a purchase agreement. You can edit an existing unapproved purchase agreement or include the lead time details in a new purchase agreement. The lead time values for the purchase agreement lines are carried over when a purchase order is created.
Go to Procurement and sourcing > Purchase orders > Purchase agreements.
On the Purchase agreements list page, select a purchase agreement in the list. Alternatively, select New.' (as in step 2 of the 'Purchase requisition' procedure' above).
On the Purchase agreement details page, on the Action Pane, on the Maintain tab, select Edit.
On the Purchase agreements FastTab, select the purchase agreement line.
On the Line details FastTab, on the General tab, in the Lead time section, update the calculated delivery date.
- In the Lead time field, enter the number of days that are required for lead time.
- To use only business days, not all calendar days, to calculate the lead time, set the Working days option to Yes.
Select Save to save your changes.
Purchase order
Lead time details that are entered for a line on the Purchase agreement and Purchase requisition pages appear in the Lead time section for a purchase order. You can edit lead time details for an unconfirmed purchase order.
- Go to Procurement and sourcing > Purchase orders > All purchase orders.
- On the All purchase orders list page, select a purchase order in the list. Alternatively, select New.' (as in step 2 of the 'Purchase requisition' procedure' above).
- On the Purchase order page, on the Action Pane, on the Maintain tab, select Edit.
- On the Line details FastTab, on the Delivery tab, in the Lead time section, in the Delivery date field, view the calculated delivery date.
- In the Lead time field, edit the number of days that are required for lead time.
- To use only business days, not all calendar days, to calculate the delivery date, set the Working days option to Yes. The delivery date will be updated when the purchase order is approved and confirmed based on the specified lead time.
- Select Save to save your changes.
Note
For released items, you can select a purchase lead time. The purchase lead time will automatically calculate the delivery date when a purchase order is created. The delivery date won't be recalculated if the lead time on the purchase order line is 0 (zero).