Stay in control of delivery readiness with the Shortage Report. This powerful tool highlights items scheduled on delivery trucks and automatically compares required quantities with available inventory at the truck’s origin location—giving your team instant visibility into what’s ready to ship and what needs attention.
The report goes beyond current stock levels by factoring in incoming inventory from purchase orders and transfer requests. With customizable buffer day settings, you can accurately predict whether items will arrive, be staged, and be ready in time for delivery. This forward-looking visibility helps prevent delays, improve scheduling confidence, and ensure deliveries leave fully prepared.
Standard Operating Procedure for Running a Shortage Report
Objective
This SOP outlines the steps to enable and run a shortage report to ensure delivery readiness of items scheduled for dispatch.
Key Steps
Accessing the Shortage Report 0:00
Navigate to the scheduler to find the shortage report.
2. Enabling the Shortage Report 0:08
Go to Users.
Use the 'Search by Permission' box at the top and type in 'Shortage'.
This will take you to the scheduler settings.
Check 'Shortage Report' and 'Settings'.
Click 'Save'.
3. Running the Shortage Report 0:33
Select the desired date range for deliveries on a truck.
Click 'Get Shortage Report' to run the report.
4. Understanding Report Statuses 0:57
Review the statuses:
Green (Ready to Ship): Entire order is paid and inventory is available.
Yellow (Partially Ready): Some items are ready, but at least one may cause a delay.
Red (Not Ready): Inventory may not be available, expected late, or order has an outstanding balance.
5. Taking Action on Not Ready Orders 1:52
Use the action buttons to:
Send for payment if there's a balance.
Notify the customer about potential delivery delays.
Inform the salesperson of the delivery holdup.
Request items to be put on a purchase order or transferred.
6. Viewing Individual Delivery Line Items 2:26
Click the black triangle next to the order number to view individual items scheduled for delivery.
7. Rescheduling and Managing Individual Items 2:36
Reschedule delivery by clicking the calendar icon.
Add items to a transfer or purchase order request.
Update ETA by clicking the pencil icon.
Allocate items by clicking the allocate item check mark.
8. Bypassing System Notifications 3:09
If inventory can be used despite system warnings, click the clock icon.
Provide a reason for the bypass.
9. Showing True Status of Bypassed Items 3:39
Click 'Show True Status' and then 'Get Shortage Report' to see the updated status.
10. Removing a Bypass 3:49
Uncheck 'Bypass' and confirm by clicking 'Yes'.
11. Adding Buffer Days 4:07
Add a buffer number of days when creating purchase orders or transfer requests to ensure timely delivery.
12. Final Goal of the Shortage Report 4:37
Ensure the right inventory is available in the right place at the right time.
Cautionary Notes
Always verify the status of items before proceeding with actions to avoid unnecessary delays.
Ensure that buffer days are set appropriately to prevent last-minute issues with deliveries.
Tips for Efficiency
Regularly check the shortage report to stay ahead of potential delivery issues.
Communicate proactively with customers and sales staff to manage expectations regarding delivery timelines.