> ## Documentation Index
> Fetch the complete documentation index at: https://docs.chemcloud.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to track incoming deliveries

> Monitor every incoming delivery, spot exceptions early, filter by status, view progress on the dashboard, and chase suppliers — all from ChemCloud.

# How to track incoming deliveries

Once an order is placed, ChemCloud automatically creates a delivery and starts tracking it for you. Every incoming delivery is monitored against its **Required by** date and timing thresholds, then given a tracking status so you can see at a glance which orders are on track and which need attention.

This guide covers everything you need to stay on top of incoming deliveries:

* [Exception status (and the logic behind it)](#exception-status)
* [How to filter your deliveries](#how-to-filter)
* [How to view progress on the dashboard](#how-to-view-on-the-dashboard)
* [How to request an update from a supplier](#how-to-request-an-update-from-a-supplier)
* [How to leave a note](#how-to-leave-a-note)

***

## Exception status

All incoming deliveries live in the **[In Progress Deliveries](https://app.chemcloud.com.au/buyer/orders?tab_selected=in-progress-deliveries)** view. Each PO line shows its **Required by** date and an **Exception status** that reflects the most urgent issue ChemCloud has detected.

### Severity levels

Every status rolls up into one of three severity levels, shown by colour:

* **✅ On Track** — Progressing normally within expected timeframes.
* **⚠️ Needs Attention** *(Orange)* — Should be reviewed soon. The delivery is approaching a potential delay or is missing some information.
* **🔥 Critical** *(Red)* — Requires immediate attention. The delivery is significantly behind schedule or missing critical information.

When an exception is first detected it flags as **Orange (Needs Attention)**. If it isn't resolved, it escalates to **Red (Critical)** after a few days.

### Status types

| **Status**                 | **What it means**                                                     | **Next action**                                        |
| -------------------------- | --------------------------------------------------------------------- | ------------------------------------------------------ |
| **Order not Confirmed**    | You've placed an order but the supplier hasn't confirmed it yet.      | Ask the supplier to confirm the order                  |
| **Not enough information** | The delivery is missing key delivery information.                     | Ask the supplier for the missing information           |
| **ETD in the past**        | Order is confirmed but hasn't shipped by the expected departure date. | Ask the supplier to confirm the delivery has shipped   |
| **Running Late**           | ETA is after the **Required by** date.                                | Update the **Required by** date or secure extra stock  |
| **ETA in the past**        | ETA has passed and status hasn't been updated to delivered.           | Ask the supplier to confirm the delivery is on its way |

<Tip>
  **"Can you flag deliveries with a later ETA than we required?"** — Yes. Any delivery whose ETA falls after its **Required by** date is automatically flagged as **Running Late**.
</Tip>

### How status is calculated

ChemCloud checks every delivery **daily** against these timing thresholds. The status shown is the **most urgent issue** detected — order placement and confirmation issues are prioritised first, then shipping and delivery timing.

To see *why* a delivery is flagged, hover over the **\[i]** icon next to its status — it explains the exact reason for the exception.

***

## How to filter

The **Exception status** column is filterable, so you can focus on just the deliveries that need action.

<Steps>
  <Step title="Open In Progress Deliveries">
    Go to the **[In Progress Deliveries](https://app.chemcloud.com.au/buyer/orders?tab_selected=in-progress-deliveries)** view.
  </Step>

  <Step title="Filter by tracking status">
    Filter the **Exception status** column by any value — for example, select **Running Late** to see every delivery arriving after its Required by date, or **Order not Confirmed** to see everything still awaiting supplier confirmation.
  </Step>
</Steps>

This makes it easy to work through exceptions one type at a time, or to pull a quick list of everything that's running late.

***

## How to view on the dashboard

The **Dashboard** gives you a visual overview of all deliveries in progress, charted by **ETA**.

Each delivery is coloured by severity:

* **Blue** — On Track
* **Yellow** — Needs Attention
* **Red** — Critical

Click an item in the **legend** to open a filtered view of just those deliveries — for example, click the red segment to jump straight to your critical deliveries.

***

## How to request an update from a supplier

If a delivery is flagged — or you simply want the latest status — you can ask the supplier for an update without leaving ChemCloud.

<Steps>
  <Step title="Find the delivery">
    Open the delivery from the **[In Progress Deliveries](https://app.chemcloud.com.au/buyer/orders?tab_selected=in-progress-deliveries)** view or from the order.
  </Step>

  <Step title="Click Ask supplier for update">
    Click the **Ask supplier for update** button on the delivery page.
  </Step>

  <Step title="Review and send">
    Review the email that will be sent to the supplier's contact. Add a comment or extra context if you need to, then send.
  </Step>
</Steps>

When the supplier replies, the [Delivery Tracker](/for-buyers/orders/ai-delivery-tracker) agent can read their response and update the delivery automatically — so the status and ETA stay current without manual data entry.

***

## How to leave a note

Use notes to keep internal context against a delivery — what you've chased, what the supplier said, or a heads-up for a colleague.

<Steps>
  <Step title="Open the order or delivery">
    Navigate to the order or delivery you want to add a note to.
  </Step>

  <Step title="Open Conversations">
    Click into the **Conversations** section on the page.
  </Step>

  <Step title="Write your note">
    Type your note. **@mention** a colleague by typing **@** followed by their name — they'll get an email notification.
  </Step>

  <Step title="Send">
    Click **Send**. The note is saved against the delivery and visible to your team.
  </Step>
</Steps>

<Note>
  Notes are **internal** by default — suppliers don't see them. To message a supplier, use the supplier messaging feature in **Conversations**, or [request an update](#how-to-request-an-update-from-a-supplier).
</Note>

***

## Related

* [In Progress Deliveries](/for-buyers/orders/track-deliveries) — the full status reference
* [Delivery Tracker](/for-buyers/orders/ai-delivery-tracker) — how AI keeps your deliveries up to date automatically
* [SIFOT Analytics](/for-buyers/orders/sifot-analytics) — track supplier delivery performance over time