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Delivery schedule: Definition & important aspects for buyers
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Delivery schedule in a nutshell:
A delivery schedule is a binding agreement between the purchaser and supplier on quantities and dates of recurring material deliveries over a defined period of time. For the purchasing department, this enables optimized inventory planning, reduced administrative costs and a secure supply with simultaneous flexibility of call-offs.
Example: An automotive supplier agrees a 12-month delivery schedule with its steel supplier with weekly deliveries of 2,000 kg of sheet steel each, whereby the specific call-off quantities can be adjusted up or down by up to 20% and the binding purchase quantity is fixed 4 weeks in advance.
Contents
Introduction to the delivery schedule
What is a delivery schedule?
A scheduling agreement is a long-term framework agreement between a buyer and a supplier for the delivery of goods or services in specified quantities and at specified times. Instead of placing individual orders, materials or products required on a regular basis are procured via the scheduling agreement by means of call-off orders. This enables a continuous supply, improves planning reliability and reduces the administrative effort involved in the procurement process.
Core elements of a delivery schedule
Importance of scheduling agreements in purchasing
In strategic purchasing, scheduling agreements are an essential tool for optimizing procurement processes. They increase efficiency by reducing administrative effort and enabling better cost control. Thanks to long-term planning, companies benefit from more stable supply relationships, volume discounts and improved security of supply. In addition, delivery schedules promote cooperation with suppliers and help to minimize risk.
Application of scheduling agreements in practice
A delivery schedule makes it possible to purchase regularly required materials from the supplier at fixed conditions over a defined period of time. The combination of a framework agreement and flexible call-off orders makes the procurement process more efficient and adapts it to fluctuations in demand.
Practical example
Example: A furniture manufacturer concludes a delivery plan with its wood supplier for one year. The framework agreement includes:
- Quantity: Total purchase of 12,000 cubic meters of wood per year.
- Delivery intervals: Monthly deliveries of 1,000 cubic meters.
- Price: Fixed price of 500 euros per cubic meter.
- Flexibility: monthly delivery quantity can be adjusted by ±10%.
At the beginning of each month, the furniture manufacturer sends a call-off order:In March, the manufacturer identifies an increased demand and calls off 1,100 cubic meters. Thanks to the flexibility agreed in the delivery schedule, the supplier can deliver the additional quantity.In July, demand is lower, so only 900 cubic meters are called off. The supplier adjusts the delivery accordingly.advantages:
- The furniture manufacturer guarantees its material supply without having to place a new order each time.
- By fixing the price, he protects himself against price fluctuations.
- The supplier can plan its production better and benefits from a secure purchase.
- Both parties save time and administrative costs through reduced bureaucracy.
Evaluation and strategic findings
✓ Critical success factors
→ Demand accuracy: Precise demand forecasts and production planning as the basis for optimal delivery scheduling
→ Supplier relationship: trusting, long-term partnerships for flexible adjustments
→ Process integration: close coordination between purchasing, production and supplier
⚠ Challenges
→ Flexibility management: balance between planning security and necessary adaptability
→ Pricing: risk of market price fluctuations for longer-term agreements
→ System complexity: integration of different ERP systems for automated call-offs
Future trends:
"The digital transformation enables more dynamic and intelligent delivery schedule concepts."
→ AI-supported demand forecasts for more precise planning
→ Real-time adjustment of delivery schedules through IoT integration
→ Blockchain-based smart contracts for automated retrievals
→ Predictive analytics for proactive risk management
◆ Strategic implications
→ Competitive advantage: optimized delivery schedules enable faster reactions to market changes
→ Cost efficiency: reduction of stock levels and process costs through precise planning
→ Risk minimization: Long-term agreements secure supply and prices
Conclusion on supplier evaluation
Scheduling agreements are an indispensable tool in modern purchasing, enabling efficiency, planning reliability and cost savings. By combining long-term framework agreements and flexible call-off orders, companies optimize their procurement processes and strengthen supplier relationships at the same time. In view of the digital transformation and new technologies, delivery schedules are becoming even more dynamic and intelligent, which further increases their strategic importance for the company's success.
