Open-PO Expediting & Late-Delivery Chaser: Know Who to Chase Today

The problem this kills

Every morning, a buyer or expeditor opens the same giant spreadsheet of open purchase orders and starts squinting. Which lines are due this week? Which ones already blew past their promised date? Which supplier do I chase first — the one that's two days late on a $200 part, or the one that's slipping on the line that stops the whole production run? Then comes the part nobody enjoys: writing yet another polite "just checking on the status of PO 4471" email, one supplier at a time, and trying to remember who you already chased yesterday so you don't nag them twice.

It's slow, it's easy to miss a line, and the cost of a miss is real: a stockout, an idle line, an expedite freight bill you could have avoided if you'd caught the slip a week earlier. You don't need to live in that spreadsheet, and you don't need to be a developer to fix it.

What you'll build

A simple internal web tool. You import your open PO lines (PO number, supplier, item, quantity ordered, promised date, quantity received so far) plus your supplier contact emails and your expedite-message templates. The tool figures out, for every line, whether it's due soon or already overdue, suppresses anything already fully received, and ranks the at-risk lines by how late they are and how much they're worth — so the most urgent chases float to the top. It then drafts a polite, pre-templated expedite email per supplier (grouping all of that supplier's at-risk lines into one message). You open the day's suggested list, edit any wording you like, and click Approve — and only then does it send via Resend. When a supplier replies with a new promised date, you log it, the line updates, and a follow-up queue keeps anything unanswered from slipping. Everything shows on an expedite dashboard with a one-click CSV export of at-risk lines.

What's inside the Implementation Plan

The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your business — where your open POs live, exactly what your columns are named, how your PO lines and SKUs are coded, what "due soon" means to you, how you prioritize, who's allowed to send a chaser, and the messy edge cases like partial receipts and blanket POs — and then it tailors the data model, the due-soon/overdue logic, and every later step to your answers. This is not a generic template; the agent reads a short spec back to you and waits for your thumbs-up before it builds anything. From there it walks the agent through the import, the due-soon/overdue scoring, the per-supplier email drafting, the review-and-approve batch screen, the Resend send, and the reply-logging and follow-up queue — each step with a ready-to-copy prompt. There's also a fallback so you can build the whole thing today even with no API to your ERP.

The governance it includes (this is the point)

This is real procurement tooling, so it ships with the controls a buying team needs: login so only your team can use it, row-level security so you only ever see your own organization's POs and suppliers, a complete audit trail of who approved and sent which chasers and when, a hard human-approval gate so no email reaches a supplier automatically — the AI drafts, you review and approve, and only then does it send — and duplicate guards keyed on PO line plus send-date so the same line can't be chased twice in one day.

Who it's for

Buyers, expeditors, and purchasing coordinators who start every day scanning a spreadsheet of open POs to decide who to chase. If you can describe how you spot a late line and how you word a chaser, you can build this.

You've got this — start with the plan, paste the first prompt, answer the interview, and you'll see today's prioritized chase list take shape the same afternoon.