Set up call plan structure for vendor

Call Plan  •  Article  •  7/23/2024  •  4 min

The call plan structure helps to configure how and when the vendor or order address is included in the purchase call plan worksheet. This setup ensures that the generated records are specifically tailored to reflect the originating vendor or order address associated with the user.

Access call plan structure from specific vendor or order address

The following procedure describes how to access the call plan structure from the Vendor Card page.

  1. Open the desired Vendor Card page.

  2. On the action bar, select Related > Vendor > Call Plan Setup.
    The Vendor Call Plan Setup page opens.


    You can also navigate to the Vendor Call Plan Setup page from the Vendors list page by selecting More Options > Related > Call Plan Setup on the action bar.

  3. On the General FastTab, turn on the Include in Call Plan toggle if you want to include the vendor in the call plan.

  4. Turn on the Include for Cut-off Time Restriction toggle to include the cut-off time restriction.
    Once included, the purchase lines for this vendor will become non-editable after the specified cut-off time on the Purchase Call Plan Setup page based on the order's requested receipt date. Subsequently, this will be carried over to the new purchase order created for the desired vendor.


    If the Enable Cut-off Time Restriction toggle on the Purchase Call Plan Setup page is turned off, the restriction will not apply to any vendor, even if a vendor has the Include for Cut-off Time Restriction toggle turned on. The main setting overrides the individual vendor settings.

  5. Fill out the necessary contact information fields, which will be used to contact the vendor regarding the call plan.

  6. On the Call Plan Structure FastTab, in the Requested Receipt Day field, select the requested receipt day for which a call day is to be set up.

  7. In the Call Day field, select the day on which the vendor should be contacted regarding purchase orders.
    If there is a predefined default call day set on the Purchase Call Plan Setup page, it will inherit the call in this field.


    If there are multiple records for the same call day and requested receipt day, the record with the most recent starting date is used.

  8. In the Call Window Starting Time field, enter the start time for contacting the vendor on the scheduled call day.

  9. In the Call Window Ending Time field, enter the end time for contacting the vendor on the scheduled call day.

  10. In the Starting Date field, select the start date from which the call plan structure line should become active.

  11. In the Ending Date field, select the end date until which the call plan structure line should remain active.

  12. In the Note field, enter additional information related to the call plan structure line.

  13. In the Frequency field, select the required option to decide how often to include the vendor in the call plan worksheet. It could be weekly, bi-weekly, every three weeks, or every four weeks, depending on the chosen schedule. This ensures regular communication with the vendor every one to four weeks, starting from the specified day.
    The Last Creation Date field indicates the date on which the previous call plan record related to the selected vendor was created.
    The Last Used Call Plan Date field displays the date based on the most recent call plan generated for the vendor, order address, or specific day of the week. The system considers the option selected in the Last Used Call Plan Date Updates From field on the Purchase Call Plan Setup page to update this field.


This field can be modified only if the current value is earlier than the replacement value or if it’s blank.

You can also add, edit, or delete the call plan structure records for accurate vendor call plans. However, creating two records with the same vendor, order address, requested receipt day, and starting date will prompt an error message.

To configure the call plan structure for specific order addresses, follow the steps below:

  1. Open the Vendor Card page.
  2. On the action bar, select Related > Vendor > Order Addresses.
    The Order Address List page opens.
    Alternatively, you can access this page by navigating from the Vendors list page.
  3. Select the specific code to open the Order Address page.
  4. On the action bar, select Related > Call Plan Setup.
    The Vendor Call Plan Setup page opens.
  5. Fill in the required details.

You can create and manage call plans for each order address, similar to the setup for vendor call plans.