What this report is for
When purchase orders and supplier responses flow between you and your suppliers through ONE, some of them can’t be processed automatically. For example, the supplier confirms a quantity split that doesn’t match, or refers to an order that doesn’t exist. Each such case is logged as an order issue.
This report helps you:
see where issues happen (which site and which supplier);
see what kind of issues are most common;
follow whether the number of issues goes up or down over time;
find the exact orders that need checking.
Fewer issues means more orders flow through automatically, with less manual work for your buyers.
Filters
Issue date (top right): default is the last 3 months.
Data as of: when the data was last updated.
Two pages: Order issues (overview) and Issue log (the list).
Issue types
Issue type | What it means | What to do |
Risk of incorrect supplier response | The supplier’s confirmation differs from the order in a way that may be wrong, for example in quantity, price or date. | Check the supplier’s response against your order and accept or correct it. |
Split quantity mismatch | The supplier split an order line into several deliveries, and the quantities don’t add up to the ordered quantity. | Check the split with the supplier. |
Order not found | The supplier refers to an order number that doesn’t exist in ONE. | Check the order number. Often it’s a typo or an order that was never sent. |
Incorrect line numbering | The supplier’s line numbers don’t match the lines in your order. | Ask the supplier to use your line numbers. |
Product ID mismatch | The product number in the response doesn’t match the ordered product. | Check whether it’s a substitute product or an error. |
Change not permitted | The supplier tried to change something that can’t be changed at this stage. | Contact the supplier. |
Issue source in the log shows where the issue was detected:
Import error: the response couldn’t be read or matched.
Supplier response warning: the response was read, but something in it looks wrong.
Order issues page
Order issues by site: which of your sites have the most issues. A site far above the others may have a local process or setup problem.
Order issues by supplier: which suppliers cause the most issues. Bring this to supplier meetings. Often a single fix on the supplier’s side (for example line numbering) removes many issues at once.
Order issues by issue type: the most common problems. Start improvement work with the largest bar.
Order issues per week by site: each column is one week, split by site, and the orange line is the total.
Look for a trend: are issues decreasing after a fix?
Look for peaks: did something change that week, such as a new supplier, a new site or a system update?
The last week is usually incomplete, so it looks lower.
Tip: click a bar, for example a supplier, to filter the other charts. You’ll see which sites and issue types that supplier causes.
Issue log page
The Issue log lists every issue, newest first:
Column | Meaning |
Issue date / Issue time | When the issue was registered. |
Site | Your site the order belongs to. |
Supplier / Supplier site | The supplier and the specific supplier entity that sent the response. |
Issue source / Issue type | Where and what (see the tables above). |
Affected order / line | The order number and line concerned. |
Lines affected | Number of order lines affected. 0 means the issue concerns the order as a whole. |
How to use it:
Click a site, supplier or issue type in the charts on the left to filter the log.
Sort by Affected order to see whether the same order comes back several times. Every new response from the supplier is checked again, so an unresolved problem appears repeatedly.
Search the order in ONE and resolve it, or contact the supplier.
Common questions
Why does the same order appear several times?
An issue is logged each time a response for that order is processed. Once the cause is fixed, the order stops appearing.
What does “(unparsed)” mean?
The supplier couldn’t be identified in the message.
Can I export the log?
Hover over the table → ⋯ → Export data.