Capability template for supply chain and inventory
Supplier delivery date check
The purchasing or operations person gets one comparison from the open purchase orders and the supplier replies: promised and revised dates side by side, the orders each change puts at risk, and the follow-ups still unanswered. No supplier is contacted.
Listed under
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
A supplier says "a week later" on a call, a confirmation lands in someone's inbox, and three weeks on nobody can say which orders were promised for when. This capability puts every open purchase order line on one page: the date the supplier first promised, the latest date a supplier has actually confirmed, how many days it moved, and whether the line is already past due.
Each reply is graded by what it can support. A written confirmation or a recorded call fixes a date. An informal estimate is shown beside the line and never replaces the confirmed date. A reply with no date in it is shown as exactly that.
The comparison then follows each change to the orders that wait on the goods, whether customer orders or production orders. It adds your receiving days to the arrival date and sets the result against each order's ship-by date, so you see which orders are late, which are not late yet but rest on a date nobody has confirmed, and how many days are spare.
Last, it lists the questions suppliers have not answered and the lines that need a follow-up but have none. You decide whom to chase and what to tell customers; the page gives you the facts to do it with.
Who starts the work, and when
A buyer, a purchasing coordinator or an operations lead runs it when a supplier confirmation arrives, after a status call, or on a set day each week for the open orders that matter most. It is most useful when the stock or the work is tight and a slipped date would cost a delivery.
The same person, or the supply planner they report to, reads the result and decides which shortages to escalate. Anything that changes the commercial terms of an order, such as a part-delivery, faster freight or a price change, belongs to the buyer with authority to agree it.
What they supply
- The open purchase order lines: PO number, line, supplier, item code, description, quantity still open, order date and the supplier's original promise date.
- The supplier replies: the date each was logged, the supplier, the PO line, how it was given (written confirmation, call record or informal estimate), the date named in it if any, and a note.
- The follow-ups already asked: when, of whom, about which line, the question, and the date it was answered, blank if it has not been.
- The dependent orders: for each PO line, the customer or production order that waits on it and the date that order must ship by.
- Settings: today's date, who decides, and the receiving days between arrival and ready-to-ship.
Each export's column headers are checked first. If one does not match, the work stops and asks which column is which. The capability works from files you supply and needs no connection to your purchasing system.
What comes out
One comparison in a fixed order: a summary and data checks, then every open line grouped by supplier with its original date, confirmed date, days moved and status, then the orders affected, then the unanswered follow-ups and the lines that need one, and a numbered question for each line that needs a decision. A section with nothing in it says "None."
The page shows its working. Each order's late or spare days can be checked with a calendar, and each line says which reply its date came from.
Nothing is sent. The capability does not write to a supplier, tell a customer or change an order date in your system.
An invented example
Illustrative example with invented data. The company, the four suppliers, the purchase orders, the replies, the customer orders and every date below are invented, and the suppliers are named Supplier A to D. The company, called the Company here, assembles bicycles. Its buyer runs the check on Tuesday 10 November 2026 and the supply planner decides what to do. People are referred to by role.
The inputs come first, in full, so the template can be run on them. The comparison follows.
The inputs
1. Settings (typed by the buyer)
Company: the Company
Today: Tuesday 10 November 2026
Decides: the supply planner
Receiving days were not given, so the default of 2 is used. Days are counted as calendar days.
2. Open purchase order lines
po_number,line,supplier,sku,description,qty_open,order_date,original_promise_date
PO-2101,1,Supplier A,FRM-10,Steel frame set,120,2026-09-14,2026-11-02
PO-2101,2,Supplier A,BRK-04,Brake caliper pair,300,2026-09-14,2026-11-02
PO-2102,1,Supplier B,SAD-22,Saddle,500,2026-10-05,2026-11-20
PO-2103,1,Supplier B,GRP-07,Handlebar grip set,800,2026-10-12,2026-11-24
PO-2104,1,Supplier C,WHL-31,Wheel rim 26in,240,2026-10-01,2026-11-12
PO-2105,1,Supplier C,CHN-02,Chain,400,2026-10-20,2026-11-30
PO-2106,1,Supplier D,PED-15,Pedal pair,260,2026-10-26,2026-12-01
PO-2107,1,Supplier D,TYR-09,Tyre 26in,600,2026-09-28,2026-11-06
3. Supplier replies
logged_date,supplier,po_number,line,basis,reply_date,note
2026-10-28,Supplier A,PO-2101,1,written confirmation,2026-11-16,Tubing delayed at the mill
2026-10-28,Supplier A,PO-2101,2,written confirmation,2026-11-02,Ships with the first batch
2026-11-02,Supplier A,PO-2099,1,written confirmation,2026-11-09,Earlier order
2026-11-03,Supplier B,PO-2102,1,call record,2026-11-27,Call with the supplier's sales desk
2026-11-09,Supplier B,PO-2102,1,informal estimate,2026-12-04,Sales rep said probably first week of December
2026-11-06,Supplier C,PO-2104,1,informal estimate,2026-11-19,Rep said about a week late in passing
2026-11-05,Supplier C,PO-2105,1,written confirmation,2026-11-23,Production slot moved up
2026-11-04,Supplier D,PO-2106,1,written confirmation,2026-12-01,Acknowledgement of the order
2026-11-09,Supplier D,PO-2107,1,call record,,Supplier will confirm after speaking to its warehouse
4. Follow-ups already asked
asked_date,supplier,po_number,line,question,answered_date
2026-10-22,Supplier A,PO-2101,1,Please confirm a ship date,2026-10-28
2026-11-02,Supplier B,PO-2102,1,Please confirm the date,2026-11-03
2026-11-05,Supplier A,PO-2101,2,Has the shipment left,
2026-11-06,Supplier C,PO-2104,1,Is the estimate a firm date,
2026-11-09,Supplier D,PO-2107,1,What is the delivery date and the reason for the delay,
5. Dependent orders
order_ref,po_number,line,ship_by_date
CO-5301,PO-2101,1,2026-11-13
CO-5302,PO-2101,1,2026-11-25
CO-5303,PO-2101,2,2026-11-11
CO-5304,PO-2102,1,2026-11-27
CO-5305,PO-2102,1,2026-12-10
CO-5306,PO-2104,1,2026-11-18
CO-5307,PO-2101,1,2026-11-24
CO-5307,PO-2105,1,2026-11-24
CO-5308,PO-2103,1,2026-11-26
CO-5309,PO-2107,1,2026-11-13
CO-5310,PO-2106,1,2026-12-04
The output
SUPPLIER DELIVERY DATE CHECK: the Company, Tuesday 10 November 2026
For: the supply planner. Prepared Tuesday 10 November 2026 from: open orders (8 lines), supplier replies (9 rows), follow-ups (5 rows), dependent orders (11 rows), settings.
Column check: all headers matched.
Settings: receiving days 2, counted in calendar days. Defaults used: receiving days.
Summary: 8 open lines. Moved later 2, moved earlier 1, as promised 2, estimate only 1, no confirmed date 2. Past due: 2. Orders on the list: 10; late on the date relied on 4; not late yet but resting on an unconfirmed date 3; spare days on a confirmed date, not listed 3. Unanswered follow-ups: 3. Lines needing a follow-up with none open: 1.
Data checks
- A reply for PO-2099 line 1 (Supplier A, logged Monday 2 November) has no line on the open orders. Left out; read as closed or mistyped.
Date comparison
Supplier A
- PO-2101-1 FRM-10 Steel frame set, 120 open. MOVED LATER. Original Monday 2 November. Confirmed Monday 16 November (written confirmation, logged Wednesday 28 October). Moved 14 days later. Orders on this line: CO-5301 (late 5 days), CO-5302 (7 spare days), CO-5307 (6 spare days).
- PO-2101-2 BRK-04 Brake caliper pair, 300 open. AS PROMISED. Original Monday 2 November. Confirmed Monday 2 November (written confirmation, logged Wednesday 28 October). Not moved. PAST DUE 8 days; the earliest it can arrive is today. Orders on this line: CO-5303 (late 1 day).
Supplier B
- PO-2102-1 SAD-22 Saddle, 500 open. MOVED LATER. Original Friday 20 November. Confirmed Friday 27 November (call record, logged Tuesday 3 November). Moved 7 days later. Estimate, not confirmed: Friday 4 December, 7 days later than the confirmed date, logged Monday 9 November. Orders on this line: CO-5304 (late 2 days; late 9 days on the estimate), CO-5305 (11 spare days; 4 spare days on the estimate).
- PO-2103-1 GRP-07 Handlebar grip set, 800 open. NO CONFIRMED DATE. Original Tuesday 24 November. No reply logged. Orders on this line: CO-5308 (0 spare days).
Supplier C
- PO-2104-1 WHL-31 Wheel rim 26in, 240 open. ESTIMATE ONLY. Original Thursday 12 November. Estimate, not confirmed: Thursday 19 November, 7 days later than the original, logged Friday 6 November. Orders on this line: CO-5306 (4 spare days on the original; late 3 days on the estimate).
- PO-2105-1 CHN-02 Chain, 400 open. MOVED EARLIER. Original Monday 30 November. Confirmed Monday 23 November (written confirmation, logged Thursday 5 November). Moved 7 days earlier. Orders on this line: CO-5307 (late 1 day).
Supplier D
- PO-2106-1 PED-15 Pedal pair, 260 open. AS PROMISED. Original Tuesday 1 December. Confirmed Tuesday 1 December (written confirmation, logged Wednesday 4 November). Not moved. Orders on this line: CO-5310 (1 spare day).
- PO-2107-1 TYR-09 Tyre 26in, 600 open. NO CONFIRMED DATE. Original Friday 6 November. A reply was logged Monday 9 November (call record) without a date. PAST DUE 4 days; the earliest it can arrive is today. Orders on this line: CO-5309 (1 spare day).
Orders affected
Late on the date relied on: 4
- CO-5301, ship by Friday 13 November: late 5 days. PO-2101-1 (Supplier A, written confirmation, Monday 16 November); ready to ship Wednesday 18 November.
- CO-5304, ship by Friday 27 November: late 2 days. PO-2102-1 (Supplier B, call record, Friday 27 November); ready to ship Sunday 29 November. On the unconfirmed estimate of Friday 4 December: ready Sunday 6 December, late 9 days.
- CO-5303, ship by Wednesday 11 November: late 1 day. PO-2101-2 (Supplier A, written confirmation, Monday 2 November, past due, so measured from today); ready to ship Thursday 12 November.
- CO-5307, ship by Tuesday 24 November: late 1 day. PO-2105-1 (Supplier C, written confirmation, Monday 23 November); ready to ship Wednesday 25 November. Its other line, PO-2101-1, leaves 6 spare days.
Not late yet, resting on a date nobody has confirmed: 3
- CO-5306, ship by Wednesday 18 November: PO-2104-1 (Supplier C, ESTIMATE ONLY; original Thursday 12 November); ready to ship Saturday 14 November, 4 spare days. On the estimate of Thursday 19 November: ready Saturday 21 November, late 3 days.
- CO-5308, ship by Thursday 26 November: PO-2103-1 (Supplier B, NO CONFIRMED DATE; original Tuesday 24 November); ready to ship Thursday 26 November, 0 spare days.
- CO-5309, ship by Friday 13 November: PO-2107-1 (Supplier D, NO CONFIRMED DATE, past due; original Friday 6 November); ready to ship Thursday 12 November, 1 spare day.
Spare days on a confirmed date, not listed: 3. CO-5302 (7 spare days), CO-5305 (11 spare days; 4 spare days on the estimate), CO-5310 (1 spare day).
Unanswered follow-ups
- Supplier A, PO-2101-2, asked Thursday 5 November: "Has the shipment left". Waiting 5 days.
- Supplier C, PO-2104-1, asked Friday 6 November: "Is the estimate a firm date". Waiting 4 days.
- Supplier D, PO-2107-1, asked Monday 9 November: "What is the delivery date and the reason for the delay". Waiting 1 day.
Lines that need a follow-up and have none open: 1.
- PO-2103-1 (Supplier B): NO CONFIRMED DATE. Last follow-up: none logged.
Questions for the supply planner
- PO-2101-1 (Supplier A, frame sets). Moved from Monday 2 November to Monday 16 November by a written confirmation, 14 days later. CO-5301 ships by Friday 13 November and would be ready Wednesday 18 November, 5 days late. On the same line, CO-5302 has 7 spare days and CO-5307 has 6 spare days. No follow-up is open. Do you want to chase Supplier A, and what do you tell the customer on CO-5301?
- PO-2101-2 (Supplier A, brake calipers). Confirmed for Monday 2 November and still open 8 days later; the follow-up asked on Thursday 5 November has no answer after 5 days. CO-5303 ships by Wednesday 11 November and would be ready Thursday 12 November, 1 day late. Do you want to chase Supplier A again, and what do you tell the customer on CO-5303?
- PO-2102-1 (Supplier B, saddles). Moved from Friday 20 November to Friday 27 November by a call record, with a later informal estimate of Friday 4 December that is not confirmed. CO-5304 ships by Friday 27 November: 2 days late on the confirmed date, 9 on the estimate. CO-5305 has 11 spare days on the confirmed date and 4 on the estimate. No follow-up is open; the one asked on Monday 2 November was answered on Tuesday 3 November. Do you want to chase Supplier B for a confirmed date, and what do you tell the customer on CO-5304?
- PO-2103-1 (Supplier B, handlebar grip sets). No reply is logged and no follow-up has been asked. The original date is Tuesday 24 November. CO-5308 ships by Thursday 26 November, with 0 spare days if that date holds. Do you want to chase Supplier B, and what do you tell the customer on CO-5308?
- PO-2104-1 (Supplier C, wheel rims). Only an informal estimate of Thursday 19 November, logged Friday 6 November; the original date is Thursday 12 November. The follow-up asked on Friday 6 November has no answer after 4 days. CO-5306 ships by Wednesday 18 November: 4 spare days on the original, 3 days late on the estimate. Do you want to chase Supplier C again, and what do you tell the customer on CO-5306?
- PO-2105-1 (Supplier C, chains). Moved earlier, from Monday 30 November to Monday 23 November, by a written confirmation. CO-5307 ships by Tuesday 24 November and would be ready Wednesday 25 November, 1 day late even on the earlier date; its other line, PO-2101-1, leaves 6 spare days. No follow-up is open. Do you want to chase Supplier C, and what do you tell the customer on CO-5307?
- PO-2107-1 (Supplier D, tyres). The original date of Friday 6 November passed 4 days ago. A call on Monday 9 November produced no date, and the follow-up asked that day has no answer after 1 day. CO-5309 ships by Friday 13 November: 1 spare day if the tyres arrive today. Do you want to chase Supplier D, and what do you tell the customer on CO-5309?
Any request to a supplier for a part-delivery, faster freight or a price change is a buyer's decision; none is proposed here.
Draft for the supply planner's decisions. No supplier has been contacted, nothing has been sent to a customer, and no order, date or record has been changed.
Where it fits
- Supply chain and inventory: inbound dates compared with what the warehouse and the order book depend on.
- Procurement and suppliers: a record of what each supplier said, when and how firmly, to take into the next call.
- Manufacturing: components and materials whose late arrival stops a build.
- E-commerce and retail: stock whose delay leaves customer orders waiting.
- Logistics and trade: inbound goods where each dependent shipment has a cut-off.
- Established businesses: when supplier dates live in inboxes and memory and the order book has outgrown them.
- Growth and scaling: when more suppliers and more open orders make tracking by hand unreliable.
It is not a view of how reliable a supplier is over time, which is supplier performance scorecard. It is not a brief on an event that threatens a supplier, which is supplier risk alert brief. Deciding what to reorder is inventory reorder plan.
What has to change for your company
- Your export headers, set once so the check passes without a question.
- Your receiving days, and whether they differ by site or product.
- How replies are logged: which of your records count as a written confirmation or a call record, and who may log one.
- Who decides which shortages to escalate, and who may agree a commercial change.
- Where the dependent orders come from, and what ship-by date means in your business.
- Your AI product. It runs in ChatGPT, Claude, Copilot or Gemini from the files you supply. It sends nothing, contacts no supplier and never asks for a password.
What has been checked
Fully Powered AI wrote this capability template in its own words from its own map of the work, with no third-party text. It was editorially reviewed on 10 November 2026. It was tried once on its invented example in Claude on 10 November 2026, by a model that did not write it, and the record is published with it. It has not yet been tested in a client environment.
Testing in your environment means running it on a past week of open orders that your buyer remembers well, plus hard cases written in advance with their expected results: a renamed column, an estimate that is later than a confirmed date, a reply with no date, a line already past due, an order that waits on two lines. The buyer checks every date against the exports before anyone acts.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
Free with an account. Sign in by email: no password and no card.
Next step
Put this capability to work for your team: on your plan, or built with you in a sprint.
Build this in a sprint
In a sprint, Fully Powered adapts this capability template to your rules, proves it on your own work and puts it in the hands of the roles that own it.
Two ways to begin: