¶ PO Follow-ups (Automated Reminders)
PO Follow-ups are automated email reminders sent to suppliers at key milestones in the order lifecycle. They reduce the need for manual phone calls and emails, helping ensure that suppliers acknowledge orders, provide production updates, and ship on time.
¶ Reminder Types
Axya offers three types of automated reminders:
| Type | When It Fires | Purpose |
|---|---|---|
| Acknowledgment | A set number of days after the PO is sent (recommended: 2-3 business days) | Prompt the supplier to acknowledge the order. Recommended: keep active. |
| In-Production | During the production phase | Check on manufacturing or preparation progress. Disabled by default. Recommended: keep disabled unless your workflow specifically requires it, as it is sent separately. |
| Shipment | Relative to the delivery date (recommended: 0 to +2 days after the delivery date) | Remind the supplier to ship on time or flag overdue deliveries. |
¶ Configuring Follow-ups
- Open the Orders page.
- Click Reminder Settings.
3. Set the timing for each reminder type — for example, send acknowledgment reminders 3 days after PO creation, or shipment reminders 1 day before the delivery date.
Note: To send a reminder after a date (e.g., 2 days after the shipment date), enter a negative number in the day offset field. For example, entering -2 means the reminder will fire 2 days after the delivery date.
Settings apply company-wide and affect all new and existing orders. Follow-ups automatically skip weekends, so a reminder scheduled for a Saturday will be sent the following Monday instead.
¶ Managing Follow-ups on Individual Orders
Each order has an Automated Followups tab in the right-side panel of the Order Detail Page. The tab displays a timeline of all scheduled reminders in chronological order, showing the icon, type, and date for each.
From this timeline you can:
- Mute a specific follow-up — suppresses that single reminder for this order without affecting other orders. Useful when you have already spoken to the supplier directly.
- Reschedule a follow-up — change the send date for a specific reminder on this order.
Changes made here are local to the order and do not alter your company-wide settings.
¶ Per-Supplier Reminder Settings
You can also adjust reminder settings for specific suppliers from the Reminder Settings window:
- Search for the supplier in the settings window.
- Enable or disable specific reminder types for that supplier.
- Close the window — your changes are saved automatically.
¶ Daily PO Summary Emails
In addition to individual reminders, Axya sends a daily summary email to each supplier consolidating all pending actions across their orders. The supplier email contains up to two sections:
- POs pending acknowledgment — Lists all POs that the supplier has not yet confirmed. Each PO is clickable and links directly to the order page.
- Overdue POs requiring shipment confirmation — Lists POs that have been confirmed but whose delivery date has been reached or passed (based on buyer-defined reminder settings). Each PO is clickable.
Note: The In-Production reminder is sent as a separate email and does not appear in the daily summary. It is recommended to keep it disabled unless specifically needed.
The timing of each reminder type within the daily summary is configurable alongside your other reminder settings.
¶ Per-PO Timing Override (coming soon)
A future update will allow buyers to override the global follow-up timing on individual POs. This will be useful for urgent orders that need more frequent or earlier reminders. When no override is set, the PO will continue to inherit the company-wide defaults.
¶ Related Pages
- Managing Orders — where reminder settings are accessed.
- Acknowledgment — the supplier action that acknowledgment reminders target.
- Supplier Order Portal — the supplier's view where reminder links direct them.
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