All too often we’re faced with needing a supplier to deliver an urgent part. If the supplier is not ready or has issues this can cause lots of stress. Buyers are usually well versed with the task of expediting, securing the timely delivery of an order, getting the part delivered.

The need for expediting is typically bourn from one of two things

1/ The supplier doesn’t guarantee 100% delivery on time and you need to make sure you’re getting your part

2/ You need the delivery earlier than plan (or with a shorter Lead time than is typically published by the supplier).

Within the procurement team the role of expediting is typically delegated to the buyer. The expediting process itself may be initiated by a weekly orderbook email that is sent to the supplier with the plan of confirming delivery dates. There may also be a shortage review (especially if you work for a manufacturing company) that reviews parts shortages against build requirements, this may highlight parts that are urgently required which need to be chased from suppliers.

Validating an order book when the pressure is off is of course the easy part – send the list to the supplier, get them to update the delivery promises, then you update your system and let MRP do it’s tricks.

However when you want your parts urgently – that can be a different story – what do you do then? What tricks can you pull and how do you convince that supplier to get on and deliver that urgent part.

There can be a multitude of reasons why you find yourself in that position (and I’ll save that for another post). But if you do find yourself in that position let’s
look at the levers you can pull if your faced with the need to get that delivery of the urgent part

1/ Just ask for it

So the most obvious one, you want your part now? Have you actually asked the supplier if they can deliver it now? Note: points of contact are key in this one – ensure you speak to an appropriate decision maker/influencer in the supplier. You might typically speak to a sales rep for delivery dates? Are they empowered? Speak to someone in authority.

2/ Offer an incentive

This of course is dependent on the position you find yourself in (if the suppliers already late then this is probably a no-no). If your working with condensed lead-times then maybe a financial inducement may help (especially if the supplier is also faced with financial premiums to chase parts required to build yours.)

3/ Reschedule your orderbook to free up capacity

If you order various items from your supplier and are desperate for one or two you might consider rescheduling the orderbook to free up capacity to allow the supplier to concentrate on important parts.

4/ Reduce dependencies affecting delivery

Talk to your supplier. What are the key things that are affecting the delivery date, are they waiting for parts, have they had tooling failures, do they need drawings what are the issues affecting them. Collaborate with the supplier to understand the story and then assist with resolving the issues standing between you and part delivery.

5/ Can the supplier increase working capacity?

A typical issue affecting delivery dates is the capacity that the supplier is able to play with. Can this be increased? Is the supplier working evenings/weekends to meet requirements? What else can be done (ntoe some of this might cost!).

6/ Alternatives for long lead parts

Often delivery dates are affected by the supply of parts lower down the supply chain. Where there are holdups are there alternatives that can be used, perhaps on shorter leadtimes.

7/ Reduce requirements

Are you able to reduce requirements in anyway – a good starting point is often quantity. Do you want the whole batch of parts or just one or two. Do you really need all the frills with this delivery (packaging, delivery documents or other ancillary items) or perhaps you can settle for less which might reduce timescales and help to secure your date.

8/ Understand and improve logistics

What shipping time helps you achieve your delivery schedule, are you able to work with your supplier to work up an alternative plan if the delivery solution is adding days to the date?

9/ Use a big stick

Not one I like to use but……. Options to penalize the suppliers (contractual obligations if you have them) or simply deliver my part or I’ll take my work elsewhere. Caution….this method is horrible and not necessarily one to use if your trying foster collaborative relations

10/ Encourage the supplier to amend manufacturing plans in your favor.

Can the supplier do anything else with their capacity plan. Are they able to swap around other customers work to favor yours without impacting delivery performance for other customers?

here’s a handy “cut out and keep” infographic we’ve created as a reminder….

10-methods-of-expediting

Ok…..so there you have it. 10 expediting methods to secure deliveries. We’d love to hear about your techniques, feel free to tell us in the comments section below.

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