Procurement Glossary
Change delivery schedules: Flexibility in procurement management
November 19, 2025
Changing delivery schedules is a central process in modern procurement that enables companies to react flexibly to changing requirements. These adjustments to delivery orders that have already been placed are essential for efficient supply chain management. Find out below what change delivery schedules mean, what methods are available and how you can minimize risks.
Key Facts
- Enables subsequent adjustment of quantities, dates and specifications of delivery call-offs already issued
- Requires clear agreements with suppliers on change modalities and tolerance ranges
- Reduces storage costs and improves responsiveness to market changes
- Can lead to additional costs and supplier charges
- Digital systems automate the change process and increase transparency
Contents
Definition: Change delivery schedules
Change delivery call-offs refer to the subsequent modification of delivery orders already placed with regard to quantities, delivery dates or product specifications.
Key features
The process includes different types of changes that are possible depending on the agreement with the supplier:
- Quantity changes (increase or reduction)
- Postponements (backdating or forward dating)
- Specification adjustments
- Change of delivery location
Differentiation from related processes
In contrast to order cancellations, the basic order remains the same. While change orders usually relate to larger project changes, delivery schedule changes focus on operational adjustments.
Importance in Procurement
This flexibility is crucial for needs-based procurement and enables companies to react to volatile markets without having to completely restart order processing.
Methods and procedure for delivery call-off changes
Successful delivery call-off changes require structured procedures and clear communication channels between all parties involved.
Systematic change request
The process begins with a structured change request that contains all relevant information. This includes the original order data, desired changes and justification. A clear document check ensures that all changes are traceable.
Supplier communication
Coordination with suppliers takes place via defined channels and deadlines. Feasibility, cost effects and new delivery dates are clarified:
- Immediate notification of critical changes
- Written confirmation of all adjustments
- Updating the order in the system
Digital processing
Modern ERP systems automate the modification process and create transparency. Integration into the incoming goods department ensures seamless tracking of all modifications.
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Key figures for controlling changes to delivery call-offs
Relevant key figures help to measure and optimize the efficiency and impact of delivery call-off changes.
Rate and frequency of change
The number of changes in relation to total call-offs indicates planning stability. A high change rate indicates potential for improvement in requirements planning. In addition, the average time between call-off and change is measured in order to evaluate the reaction speed.
Cost impact
Additional costs due to changes are recognized as a percentage of the original order value:
- Direct change costs (fees, surcharges)
- Indirect costs (administrative expenses, delays)
- Savings through optimized quantities or deadlines
Supplier performance
The flexibility and response time of suppliers to change requests is systematically evaluated. These purchasing indicators are incorporated into the supplier evaluation and support strategic decisions when selecting suppliers.
Risks, dependencies and countermeasures
Frequent changes to delivery call-offs entail various risks that can be minimized by taking appropriate measures.
Cost risks
Changes can lead to unexpected additional costs, especially if adjustments are made at short notice. Suppliers often charge change fees or rush surcharges. A clear agreement on cost structures in the framework agreement creates transparency and planning security.
Supplier relationships
Excessive changes put a strain on cooperation and can lead to quality problems. Preventive measures include:
- Definition of change tolerances
- Regular supplier meetings
- Fair cost sharing for unavoidable changes
Operative disorders
Uncoordinated changes can disrupt production plans and lead to delivery bottlenecks. A structured escalation process and clear communication channels minimize these risks and ensure smooth processing.
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Practical example
A car manufacturer has to adjust the order for plastic parts due to a design change. Originally, 10,000 pieces were ordered for week 25. Due to the modification, only 7,500 pieces are needed, but already in week 23. The buyer contacts the supplier via the digital portal, transmits the modified specifications and receives confirmation within 24 hours. The adjustment is made at no extra cost as it is within the agreed tolerance bands.
- Immediate digital communication shortens response times
- Predefined tolerances avoid cost discussions
- Systematic documentation ensures traceability
Current developments and effects
Digitalization and volatile markets are changing the way companies adapt and manage delivery schedules.
AI-supported change prediction
Artificial intelligence analyzes demand patterns and predicts probable changes. These predictions enable proactive communication with suppliers and reduce response times. Machine learning continuously optimizes the accuracy of forecasts based on historical data.
Real-Time Collaboration Platforms
Cloud-based platforms enable real-time communication between Procurement and suppliers. Changes are transmitted and confirmed immediately:
- Automatic notifications for change requests
- Integrated approval workflows
- Mobile access options for all participants
Sustainability aspects
Environmental awareness is increasingly influencing decisions to change. Companies are evaluating the CO2 impact of postponed deadlines and prefer sustainable transportation alternatives for direct deliveries.
Conclusion
Changing delivery schedules is an indispensable tool for flexible procurement management in volatile markets. Successful implementation requires clear processes, transparent cost agreements and digital support. While changes entail risks, the benefits of needs-based adaptability outweigh them. Companies should continuously optimize change processes while keeping an eye on both efficiency and supplier relationships.
FAQ
What are the most common reasons for delivery call-off changes?
The main causes are changes in customer requirements, changes to the production plan, quality problems or market volatility. Technical modifications or regulatory requirements can also make adjustments necessary. Improved demand planning can reduce the frequency of changes.
What deadlines apply to change requests?
Lead times vary depending on the industry, product complexity and supplier agreement. Standard products often allow changes up to 48 hours before delivery, while customized parts require longer lead times. Framework agreements should define clear change deadlines.
How are additional costs due to changes calculated?
Cost structures include processing fees, material waste, conversion costs and rush surcharges. Many suppliers work with staggered fee models based on the time and scope of changes. Transparent cost agreements in advance avoid disputes.
What technical requirements are necessary?
Modern ERP systems with EDI interfaces enable automated change processes. Cloud-based portals create transparency for all parties involved. Mobile apps allow quick responses to change requests and status updates even when on the move.
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