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Question

Tips and improvements for ”Purchase Order Delivery Reminders” and ”Purchase Order Confirmation Reminders”

  • November 25, 2025
  • 2 replies
  • 58 views
V
Do Gooder (Customer)
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We currently use the Purchase Order Delivery Reminders and Purchase Order Confirmation Reminders functions to print reminders. It’s possible to run test prints to check the current templates, and bulk printing works as expected. From what I understand, email handling can also be managed from these views if the functionality is properly configured.

At the moment, the process seems semi-automatic, as some manual steps are still required to send emails. Has anyone successfully configured this to make the process more automated?

Modifying existing templates is not a major issue, but before making changes, we’d like to hear how others have approached this globally.

Do you have any tips or best practices for streamlining this process? Are there recommended settings or configurations to minimize manual work?

    2 replies

    T
    Do Gooder (Partner)
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    • TntAnnmaS
    • Do Gooder (Partner)
    • December 24, 2025

    1. Configure email for reminder reports

    1. Page: E‑Mail Reports

      • Path: Solution Manager > Integration > Output and E‑Mail Handling > E‑Mail Reports.​

      • Query for Report ID:

        • Purchase Order Delivery Reminders

        • Purchase Order Confirmation Reminders.

      • For each report:

        • Set Recipient = Supplier contact (mail address from PO contact).

        • Ensure “Do not send e-mail when printing online” is unchecked (so printing can trigger emails).​

        • Define/verify default Subject and Body as needed.

      • Save.

    2. Page: Enter Message Defaults (optional)

      • Path: General IFS Applications > Basic Data > Messages > Enter Message Defaults.​

      • For your reminder report IDs, define reusable subjects/body texts.

    2. Use reminder pages with e‑mail actions

    1. Page: Purchase Order Delivery Reminders

      • Path: Procurement > Monitor Procurement > Purchase Order Delivery Reminders.​

      • Filter Reminder Due = TRUE.

      • Select desired lines.

      • Use Actions > E‑Mail Delivery Reminder to send reminders as PDF attachments to suppliers (using E‑Mail Reports settings).​

    2. Page: Purchase Order Confirmation Reminders

      • Path: Procurement > Monitor Procurement > Purchase Order Confirmation Reminders.​

      • Same steps: filter Reminder Due, select lines, Actions > E‑Mail Confirmation Reminder.

    This gives a semi‑automatic batch process with minimal clicks.

    3. Schedule batch printing + email (less manual work)

    1. Page: Print Delivery Reminder (report)

      • From Purchase Order Delivery Reminders, choose Actions > Print Delivery Reminder or run report Print Delivery Reminder directly.​

    2. Page: Background Jobs / Schedule Report

      • Path: Solution Manager > Integration > Output and E‑Mail Handling > Background Jobs (or Report Schedules, depending on menu).

      • Create a schedule for Print Delivery Reminder with:

        • Parameter: Reminder Due = TRUE.

        • Recurrence: daily or weekly.

      • With E‑Mail Reports configured, this scheduled print will also send emails to suppliers automatically for all due reminders.​

    3. Repeat for Purchase Order Confirmation Reminders if you want scheduled confirmation reminders.

    4. (Advanced) Trigger emails via Custom Events when Reminder Due is set

    If you want “true automation” at line level:

    1. Page: Custom Events

      • Path: Solution Manager > Configuration > Application Configuration > Events.​

      • Create a new event on the LU used by Purchase Order Delivery Reminder Line (see Technical Info on the reminder page).

      • Trigger: FIELD_CHANGED where Reminder_Due changes from FALSE to TRUE.

    2. Page: Event Actions

      • Add an Event Action – Send E‑Mail that:

        • Uses the report Purchase Order Delivery Reminders (like E‑Mail Delivery Reminder).​

        • Maps event parameters (supplier ID, PO number, line, release) to the email and PDF report parameters (PDF_PARAMETER_1…10).​

    3. Result

      • When a PO line’s Reminder Due becomes true (from lead‑time logic or manually), the event automatically sends the reminder email without user interaction.

    J
    Hero (Customer)
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    what IFS version are you refering to?
    Path: Solution Manager > Integration > Output and E‑Mail Handling does not exist in a 25R2 reference 
    Path: General IFS Applications > Basic Data > Messages does not exist in a 25R2 reference 
    Path: Procurement > Monitor Procurement does not exist in a 25R2 reference 

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