Procurement Glossary
Delivery call-offs: definition, process steps and strategic importance in Procurement
November 19, 2025
The delivery call-off is a centralized procurement process in which companies call off specific quantities and delivery dates from existing framework agreements. This process enables a flexible and needs-based material supply with simultaneous cost control. Find out below what delivery call-off means, which process steps are required and how you can strategically optimize it.
Key Facts
- Delivery call-offs are based on existing framework agreements with defined conditions
- Enables flexible quantity and schedule control without renegotiation
- Reduces storage costs thanks to just-in-time deliveries in line with demand
- Requires precise demand planning and close supplier coordination
- Digital systems automate the retrieval process and improve transparency
Contents
What is a delivery call-off? Definition and process in Procurement
The delivery call-off refers to the specific request for goods or services from framework agreements that have already been concluded. Specific quantities, delivery dates and delivery locations are defined.
Basic features of the delivery schedule
A delivery call-off is based on predefined contract conditions and enables flexible control of the material supply. The most important characteristics include
- Call-off of specific quantities from framework agreements
- Determination of specific delivery dates and locations
- Use of already negotiated prices and conditions
- Legally binding obligation to order
Delivery call-off vs. standard order
In contrast to the standard purchase order, there is no renegotiation of prices or conditions for delivery call-offs. The focus is on the operational processing of already agreed deliveries.
Importance in modern Procurement
Delivery call-offs are essential for efficient order processing and enable companies to precisely manage their requirements while minimizing storage costs and optimizing liquidity.
Process steps and responsibilities
The delivery call-off follows a structured process that ensures a smooth supply of materials. The process steps require clear responsibilities between Procurement, specialist departments and suppliers.
Determination of requirements and call-off planning
The process begins with the precise specification of requirements by the specialist departments. The following aspects are defined:
- Concrete material quantities and specifications
- Requested delivery dates and tolerances
- Delivery locations and logistical requirements
Call-off creation and release
Once requirements have been determined, the formal call-off is created in the ERP system. The order release process ensures that the budget and specifications are correct.
Supplier coordination and monitoring
The call-off is transmitted to the supplier electronically or via EDI. Continuous monitoring of delivery dates and proactive delivery reminders in the event of delays ensure on-time delivery.
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Important KPIs and target figures for call-offs
Call-off performance is measured using specific key figures that evaluate the efficiency and quality of the process. These key purchasing figures enable continuous optimization.
Delivery reliability and meeting deadlines
Delivery reliability measures the proportion of call-offs delivered on time. Target values are typically over 95%. The average delivery time from call-off to delivery is also recorded.
Call-off accuracy and quantity deviations
This KPI records the match between quantities called off and delivered. Deviations of more than 2% are considered critical and require corrective measures in supplier management.
Process efficiency and throughput times
The throughput time from the demand trigger to the finished call-off shows the process efficiency. Automated systems reduce this time from days to hours. The number of manual interventions per call-off serves as a further efficiency indicator.
Litigation risks and countermeasures for delivery call-offs
Delivery call-offs involve specific risks that can be minimized through systematic risk management and preventive measures. Proactive risk identification is crucial.
Delivery date risks and supply bottlenecks
Late or incomplete deliveries can cause production downtime. Preventive measures include buffer times in call-off planning and alternative sources of supply as a backup solution.
Quality risks for call-off deliveries
Quality defects in called-off materials can cause costly reworking. A structured incoming goods department with QA inspection and clear quality agreements minimize these risks.
Communication and coordination risks
Misunderstandings between Procurement, specialist departments and suppliers can lead to incorrect deliveries. Standardized call-off processes and digital communication channels significantly reduce these risks. A functioning escalation process ensures that problems are resolved quickly.
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Practical example
A car manufacturer uses delivery call-offs for the just-in-time supply of electronic components to its production line. Automated call-offs are sent to the supplier on a daily basis based on the production plan. The system takes lead times, minimum order quantities and stock levels into account. In the event of changes to the plan, call-off adjustments are made immediately via EDI interfaces.
- Reduction of storage costs by 30% through demand-oriented deliveries
- Improving delivery reliability to 98% through automated processes
- Reduction in throughput times from 3 days to 4 hours
Current developments and effects
Digitalization and new technologies are fundamentally changing the delivery call-off process. Automation and AI-supported systems are optimizing processes and increasing efficiency.
Digital transformation in the call-off process
Modern ERP systems and e-procurement platforms automate the entire call-off process. EDI interfaces enable direct system integration with suppliers and significantly reduce manual activities.
AI-supported demand forecast
Artificial intelligence is revolutionizing call-off planning with precise demand forecasts. Machine learning algorithms analyze historical consumption data and external factors to determine optimal call-off quantities and dates.
Sustainability aspects and green procurement
Environmentally conscious procurement is becoming increasingly important. Call-offs are increasingly taking CO2 footprints, transport optimization and sustainable packaging solutions into account as decision criteria for the purchasing strategy.
Conclusion
The delivery call-off is an indispensable tool for efficient and flexible procurement. By combining strategic framework agreements and operational call-off management, companies can optimize their material supply while minimizing costs. Digitalization and AI-supported systems will further automate the process and increase the precision of demand planning. Professional call-off management makes a significant contribution to a company's success.
FAQ
What is the difference between a delivery call-off and a normal order?
A delivery call-off is based on existing framework agreements with predefined conditions. Only concrete quantities, dates and delivery locations are specified, without price negotiations. A normal order, on the other hand, requires full contract negotiations including pricing and conditions.
How is the optimum call-off quantity determined?
The call-off quantity results from demand planning, taking into account consumption forecasts, stock levels, minimum order quantities and delivery times. Modern systems use historical data and AI algorithms for precise quantity optimization. Safety stocks buffer fluctuations in demand.
What legal aspects need to be considered for delivery call-offs?
Delivery call-offs are legally binding orders based on framework agreements. They must contain all essential elements of the contract: Quantity, price, delivery date and place. Changes require mutual agreement. In the event of a delay in delivery, the regulations and statutory provisions agreed in the framework agreement shall apply.
How can call-offs be digitized and automated?
Digitalization takes place via ERP integration, EDI interfaces and e-procurement platforms. Automated systems generate call-offs based on demand signals, stock levels and production plans. API connections enable real-time data exchange with suppliers. Workflow management automatically controls release processes and escalations.
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