> For the complete documentation index, see [llms.txt](https://docs.riff.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.riff.ai/playbooks/operations/monitor-open-orders.md). # Monitor open orders **Best fit:** Agent (monitoring) + App (pipeline view) **ERP systems:** Infor LN / M3, SAP S/4HANA, Oracle ERP Cloud, Microsoft Dynamics 365 **Time to build:** \~35 minutes *** ## What you're building An agent that monitors your open purchase order pipeline — watching delivery dates, supplier confirmations, and order status — and alerts your team when orders are overdue, stalled, or at risk. A companion App gives your planning team a live view of the pipeline without needing to log in to your ERP. *** ## What you need * Riff workspace with your ERP connected * Read access to purchase orders and delivery schedules * Defined rules for what counts as "at risk" or "overdue" * Escalation routing (who to alert for which category) *** ## Step 1: Define what to monitor Before you start, agree on: | Status | Definition | Alert threshold | | ----------- | ------------------------------------------------------------------------ | ---------------------- | | Overdue | Confirmed delivery date passed, no GR | Day of or day after | | Unconfirmed | Sent to supplier, no confirmation received | 48 hours after PO sent | | At risk | Confirmed but delivery date within 3 days and no advance shipping notice | 3 days before | | Stalled | No status change for X days | 7 days | *** ## Step 2: Create the agent 1. Click **+ New** → **Agent** 2. Name it — e.g. "Open Order Monitor" 3. In the **Profile** tab: > You monitor all open purchase orders in \[ERP] daily. Each morning, you check the status of every open PO line against its expected delivery date and confirmation status. You flag: (1) lines with a confirmed delivery date that has passed and no goods receipt posted — mark as Overdue and alert the buyer. (2) PO lines sent to supplier more than 48 hours ago with no confirmation — mark as Unconfirmed and send a chase. (3) Confirmed lines due within 3 business days with no advance shipping notice — mark as At Risk and alert the planner. (4) Any PO line with no status change in 7+ days — mark as Stalled and alert the buyer. You update a status field in \[ERP] for each flagged line and send a daily summary to the planning team. *** ## Step 3: Connect and trigger * **Integrations tab**: connect your ERP * **Triggers tab**: schedule — e.g. every day at 07:00 so the team starts the day with a fresh view *** ## Part 2: Build the pipeline App Your planning team needs a live view they can work from. ### Step 4: Create the App 1. Click **+ New** → **App** 2. Name it — e.g. "Open Order Pipeline" 3. Build a filtered table: * Columns: PO number, supplier, item, ordered qty, expected delivery, status (colour-coded), buyer * Filters: by status (All / Overdue / At Risk / Unconfirmed / Stalled), by supplier, by buyer 4. Add a **Chase supplier** button that triggers the agent to send a follow-up for that specific PO line ### Step 5: Add a summary dashboard Add a top-level dashboard tab: * Total open orders: count by status * Orders due this week: count and list * Top 5 suppliers by overdue orders: for supplier performance conversations * Average days overdue: trend line *** ## What good looks like * Your planning team starts the day with a current, prioritised view of at-risk orders — not an ERP report they have to filter themselves * Buyers are alerted to overdue orders before the operations meeting, not during it * Supplier chases go out automatically — buyers focus on the cases that need negotiation * The App gives non-ERP users (e.g. production planning, logistics) visibility they didn't have before *** ## Variations **If you want to track by production order or project:** Extend the agent to monitor PO lines linked to specific production orders — alert when a linked delivery is at risk. **If your ERP uses advance shipping notices (ASNs):** Configure the agent to check ASN status as part of the At Risk calculation. **If you want a read-only view for leadership:** Add a read-only version of the dashboard App with no action buttons, shared via a deployment link. --- # Agent Instructions This documentation is published with GitBook. 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