Delivery tracking

In Tracking you live the day-to-day of deliveries: what's on the way, what's overdue and what has already arrived. Each line of an order is a tracking.

Views

• Table: all the lines with PO code, supplier, buyer, material, quantity, original date, effective date, status, follow-ups sent and ETA. With search, filters (status, supplier, buyer, urgent, hide closed, date range) and export to Excel.

• By supplier: groups each one's pending deliveries with their maximum delay and whether they're up to date or behind. Useful for account management.

• Kanban: the lines by status column (pending, in progress, confirmed, delayed, requires review, issues, stand by, completed).

• Calendar: the expected and actual delivery dates for the period, colored by status. It helps you plan receiving at the plant or warehouse.

Delivery statuses

Status	Meaning
Pending / Ready to send	The delivery is loaded in the system; it's waiting for the window for the first notice to the supplier.
Sent	Confirmation was requested from the supplier; awaiting a reply.
Confirmed / Early	The supplier confirmed delivery on the date or earlier.
Delayed	The supplier confirmed a date later than the original.
Requires review	The reply was ambiguous, the AI couldn't interpret it confidently or the supplier says it was already delivered (or answered yes on an overdue delivery); it requires manual review.
No response	The reminders were exhausted without a reply from the supplier.
Supplier not found	The supplier in the file doesn't match any in the system; it has to be linked manually.
Delivered / Cancelled	Final statuses.
Stand by	Sends paused manually; it doesn't receive automatic reminders.

Automatic follow-ups

The system emails each supplier near the committed date and processes the reply with AI:

• If they confirm the date, it is recorded as the confirmed date and the line moves to Confirmed (or Early, if they promise sooner). The supplier's reply never marks the line as delivered: that is done by ERP receipts, the data upload, the API or someone on your team from the detail view. The sender is matched by email even if they write from another mailbox on the same domain.

• If they report a delay, the new date is recorded and the delay measured.

• If the reply is ambiguous, the line moves to Requires review so you can confirm by hand.

• Overdue deliveries: if the effective delivery date (the confirmed one, if any; otherwise the original) has already passed, the email marks that line as OVERDUE and, instead of asking whether they will meet the date, asks whether it was already delivered and, if it is still pending, when it will be. A yes on an overdue line, or a we already delivered, does not confirm it: the line moves to Requires review so you can check the receipt, and if the supplier says everything was delivered, whoever uploaded the tracking gets a notification with a summary of the reply. If the same email has overdue and on-time lines, the yes confirms only the on-time ones. Shipped or on the way is not delivered: if the supplier says when it arrives, that is the confirmed date.

• Overdue deliveries without a reply follow an escalation cadence until the reminders are exhausted. Lines that are already closed are not reopened by late replies.

Manual actions (delivery detail)

• Send a reminder right away, without waiting for the cadence.

• Mark urgent: shortens the time between notices and allows more follow-ups.

• Pause / resume sends (Stand by): stops the reminders; the pause is kept even if you upload the file again.

• Edit dates (original, confirmed, ETA) without triggering status changes, for example to record a phone confirmation.

• Internal notes and the full history of statuses and emails (with attachments).

• Notify logistics: you coordinate the pickup with your carrier (up to 5 recipients, with the supplier in copy and attachments), separate from the reminders to the supplier.

Where trackings come from

There are two paths, and they coexist:

1. From the ERP's purchase orders. When your organization has the connector active, Sourced reads the approved POs and builds the trackings on its own, with the committed dates of each line. It also reconciles that ERP PO with the Sourced order it came from, so tracking stays attached to the purchasing process.

2. From a CSV you upload in Data Upload (see below). This is the path for organizations without a connector, or to fill in what the connector does not bring.

When the ERP also reports goods receipts, Sourced applies them: it reduces each line's outstanding quantity and closes the ones that arrived complete. Partial deliveries are reflected —the line stays open for the remaining balance— instead of being closed outright by the first receipt.

The two paths don't collide: re-uploading the CSV does not overwrite the trackings that came from the ERP.

Data upload

To import trackings in bulk from your ERP, upload a CSV in Data Upload: the AI detects and maps the columns (understanding SAP-style abbreviations), shows you a preview of the impact (new, updated, delivered) and only then do you confirm. You can mark as delivered the lines that no longer appear in the file (if you upload the full daily extract). Suppliers that don't match are listed so you can link them. To measure real lead times and reliability, you can also load the actual receipts from the ERP.

Status history

A tracking's detail now shows the full history of status changes, with the date of each one: when it was sent, when the supplier confirmed it, when it was flagged as delayed, and so on. This is different from the email history, which still shows the messages exchanged.

The history starts on the date this feature shipped: trackings that already existed before that have no earlier events, even if their status changed.

Trackings created via API

Besides the ones you load via CSV or the ones that arrive through your ERP sync, your IT team can create and update trackings directly through the API (for organizations with that integration enabled; the technical detail is in the API Documentation, under Administration → API, integrations and webhooks).

All three sources coexist on the same screen, but each line is managed by exactly one source: once the API creates or updates it, that line stops being touched by file uploads or by the ERP sync (and vice versa).

Lines closed by your system's snapshot

If your system sends its full pending list via API, an API-loaded line that stops coming is automatically moved to Delivered; the tracking's status history shows that change. If the line comes back with a pending quantity, it is reactivated automatically and its follow-up starts over.

Filter by business unit

If your company sends the business unit of each purchase order (through the API or in a «Business unit» column of the CSV), «Delivery tracking» → «More filters» shows the «Business unit» selector. You can pick one or several: the list, the board and the Excel export only show those lines.

Your selection is saved in your browser: the next time you open «Delivery tracking» it is applied automatically, until you change it or choose «Show all». It is personal: it does not change what other users see. If you sign in from another browser or device, pick it again there.

Lines without a business unit only show up when the selector shows all business units.