How Do I Use the Expediting Report?

Job Aid: Expediting Report 
Video Explainer:  Expediting Report 

The Expediting Report is a reference tool used by sales reps and sales support to identify items that require action.

The report is not used to enter or change information. You are not changing any data within the Excel report.

Use the report to identify actions such as:

• Making calls
• Checking order status
• Scheduling equipment
• Following up on backorders
• Coordinating returns
• Reviewing forecasting information

Expediting Report Tabs

The Expediting Report includes four tabs:

• Special Order Expediting
• Open Stock Orders
• Returns
• Forecasting

The Special Order Expediting tab opens automatically.

1. Special Order Expediting

The Special Order Expediting tab contains non-stock items that:

• Are still on backorder
• Have not yet been billed
• Have not hit a truck

Adjust the Zoom

The report opens at 55%.

To make the report easier to view:

Step 1 — Go to the bottom-right corner of the Excel screen.

Step 2 — Use the minus (-) button to zoom out.

Step 3 — Use the plus (+) button to zoom in.

Step 4 — Adjust the percentage to a comfortable viewing size.

Review Orders More Than 30 Days Old

Step 1 — Click Show Old Orders.

The report will display sales orders that:

• Have not been billed as of today
• Are 30 days or more old

The report includes information such as:

• Customer ID
• Ship-to name/account name
• Order ID
• Order date
• Product ID
• Product full description
• Unit of measure
• Backorder quantity
• Unit sale price
• PO date
• Purchase order number
• Expediting notes

Step 2 — Review the Expediting Notes for the status of the order.

If there are no expediting notes and the status is unclear, contact the appropriate sales rep or vendor associated with the purchase order number to get the status.

Step 3 — Review existing ETA information.

If the ETA has passed or needs to be checked again, follow up on the item.

Step 4 — Contact the customer when necessary to communicate delays.

Step 5 — If appropriate, reach out to the buyer to cancel the sales order and purchase order for the item and substitute something else.

Clear the Filter

When you are finished reviewing orders older than 30 days:

Step 1 — Go to the filter at the top of the report.

Step 2 — Click the filter with the X next to it.

All orders will display again.

Review Non-Stock Projects

Step 1 — Click Non-Stock Projects.

Use this filter to review:

• Assemble and hold items
• Large assemble and hold projects
• Equipment

Step 2 — Review the Backorder Quantity and PO Expediting Notes.

When an item is received:

• The PO Expediting Notes will indicate that the product is there.
• The Backorder Quantity will show 0.

Step 3 — When equipment is available, contact the equipment specialist to schedule delivery.

Step 4 — Provide the sales order number.

Step 5 — Complete the equipment delivery sheet.

Step 6 — Schedule the delivery.

Review Direct Orders

Step 1 — Review accounts with information for direct shipments.

If there are no notes and the order appears to be old:

Step 2 — Give inside support the order number.

Step 3 — Ask them to check on the order.

Step 4 — Obtain tracking information.

Step 5 — Click Clear Filter when finished.

2. Open Stock Orders

The Open Stock Orders tab contains information similar to the Special Order Expediting tab.

Purchase order numbers are not displayed because, in Prelude, you do not see the linked purchase order number for a stocked item.

Review Backordered Stock Items

Step 1 — Click Show Backordered.

This displays the items that have not been received yet.

Step 2 — Review the sales orders that require follow-up.

You can:

• Write down the sales order numbers.
• Highlight and copy the sales order numbers.
• Paste them into another document to check individually in Prelude.

Step 3 — For an older sales order, take the sales order number.

Step 4 — In Prelude, go to /OLI Order Log Inquiry.

Step 5 — Enter the sales order number.

Step 6 — Investigate whether the item has been put on a purchase order.

The recommended way to use the Open Stock Orders tab is to review Backorders, because these are the items that have not been received yet.

3. Returns

Use the Returns tab to monitor returns and coordinate with the warehouse and shipping department.

Step 1 — Review the returns listed on the report.

Step 2 — Make sure the warehouse and shipping department have the paperwork for each return.

Step 3 — Identify returns that may require special circumstances.

Step 4 — If the customer will not have another sales order going out for a while, coordinate a special pickup with the warehouse or shipping department.

A return is populated when the next sales order goes out to the customer.

4. Forecasting

The Forecasting tab shows forecasted amounts for items that:

• Have already been keyed into Prelude
• Have not yet been billed
• Are likely to be billed throughout the next year

This information is also available to sales reps on the weekly sales report.

Review Equipment

Step 1 — Review the total forecasted amount.

Step 2 — Click Equipment to see how much of the forecasted amount falls into the equipment category.

Step 3 — Click Clear Filter to return to the total forecasted amount.

Review a Specific Account

Step 1 — Click the specific account.

Step 2 — Review the amount that has been keyed into Prelude but has not yet been billed.

Review Stock or Non-Stock

Step 1 — Click Stock or Non-Stock.

Step 2 — Review the amount associated with that category.

Step 3 — Click Clear Filter when finished.

Expediting Report Best Practices Summary

Use the Expediting Report to review and take action on:

• Special order items
• Orders more than 30 days old
• Backordered non-stock items
• Equipment ready for delivery
• Direct shipments
• Open stock backorders
• Returns
• Forecasted sales

Do not change the data within the Excel file. Use the information in the report to identify the appropriate follow-up action.