Supply chain performance · NetSuite TD3016323

Vendor Fill Rate and OTIF Analysis

Fill rate, on-time delivery, and on-time-in-full performance by vendor over the trailing twelve months, with the receiving gaps that explain every miss.

Prepared 2026-09-23 · Scope: purchase orders dated after 2025-09-23 with a due date on or before 2026-09-23 · Source: NetSuite via SuiteQL · Prompt: Vendor Fill Rate and OTIF Risk Analyzer, NetSuite AI Prompt Library v1 · Standard Review depth

Executive Summary

Inbound supply performed well over the trailing twelve months. Of 382 purchase orders that came due, 377 were received in full and 355 on or before their due date, for an OTIF of 92.9% against a 95% target. Unit fill rate is 100.0%: 20,446 of 20,452 units ordered were received. The three largest vendors by order value, Bedline, Broyhill, and The Apparel Co, together account for $835,000 of orders and delivered every one of their 182 purchase orders complete and on time.

Every OTIF failure in the window is the same failure: a purchase order with no item receipt. 27 orders have none. For two vendors, Core4Solutions and Johnson Supply, no order in the window has a receipt, which pulls their OTIF to zero. Both are marked fully billed, which points to receiving through the vendor bill rather than an item receipt. That is a process gap in how receipts are recorded, not evidence of late delivery, and it means the account cannot measure those vendors at all. Fixing the receiving practice is the first recommendation, ahead of any vendor conversation.

OTIF Scorecard

Calculated as: OTIF = share of purchase orders that were both received in full (received units at or above ordered units on every line) and received on or before the PO due date. Fill rate = units received / units ordered. Scope: purchase orders dated in the trailing twelve months with a due date on or before 2026-09-23, so that every order had the chance to arrive.

Component Analysis

Fill rate

Fill is effectively complete. Across 7,721 order lines in the 24-month population, only two lines in scope show fewer units received than ordered, both on orders that are still open. There are no partial receipts followed by backorders, which means the "first-time fill" and "in-full" measures coincide. The one vendor below 99% unit fill, Generation N at 99.8%, is there because three of its 44 orders have no receipt yet.

On-time delivery

Every receipt in the window is on or before its due date. The on-time rate is therefore identical to the share of orders with any receipt. On-time failures by vendor: Generation N 3, Health and Beauty Supplies 2, Betty Black 2, Lotion Co 1, Flexsteel 1, Crown Equipment 1, China Manufacturer 1, and all 16 orders for Core4Solutions and Johnson Supply.

Where the order value sits

Order value is concentrated with the vendors performing best. Blue bars are vendors at or above 93% OTIF; red are the two at zero.

Trend Analysis

Based on: purchase orders grouped by order-date quarter, same scope as the scorecard. OTIF held between 95% and 100% for three quarters and fell to 84% in the third quarter of 2026 on 126 orders. The drop is entirely the receipt gaps: fourteen orders in the quarter are still pending receipt, and the two unreceipted vendors placed most of their orders in this quarter. If those orders are received in the next weeks the quarter will recover; if they are billed without receipts, the gap becomes permanent in the data.

Risk Flags

• Core4Solutions (9 POs, $8,237) and Johnson Supply (7 POs, $5,975). No item receipts on any order, all orders fully billed. Root cause attribution requires human review, but the pattern matches bill-first receiving for non-stock purchases. Recommended: confirm with purchasing whether these vendors' goods are received against the bill, and if so either record item receipts going forward or exclude them from OTIF measurement with a stated reason.
• Crown Equipment (1 PO, $1,300) and China Manufacturer (1 PO, $750). Single orders with no receipt; too little history to rate. Monitor.
• Generation N (93.2% OTIF, $200,576 ordered, $579,187 billed). The largest spend relationship in the account and the only major vendor below target. Three orders without receipts. Bills exceed orders by a wide margin, which is worth a separate look: spend is reaching this vendor outside the purchase order process.
• Betty Black (86.7%) and Flexsteel (83.3%). Small vendors with one or two open receipts each. Performance plan not warranted at this volume.

30 / 60 / 90 day framing

• Next 30 days. Receive or close the 27 open orders. Decide the receiving policy for Core4Solutions and Johnson Supply.
• 60 days. Review the Generation N relationship: reconcile bills to orders and put the off-PO spend on purchase orders so it can be measured.
• 90 days. Introduce a real expected-receipt date. The current three-day convention makes on-time measurement uninformative. Once due dates reflect negotiated lead times, this scorecard becomes a vendor management tool rather than a receiving audit.

Appendix: Data Lineage

Adaptations from the prompt's templates: receipts link to purchase orders through transactionline.createdfrom on the receipt lines, not a header field; received quantity comes from transactionline.quantityshiprecv on the PO line; transaction.subsidiary is not exposed to SuiteQL, so no subsidiary filter was applied. The prompt's on-time template counts receipts; this analysis counts purchase orders, so that an order with several receipts is one observation.

SELECT po.id, po.tranid, po.entity, po.trandate, po.duedate, BUILTIN.DF(po.status),
       tl.id, tl.item, tl.itemtype, ABS(tl.quantity), NVL(tl.quantityshiprecv, 0), ABS(tl.rate), ABS(NVL(tl.foreignamount, tl.netamount)), tl.expectedreceiptdate, tl.isclosed
FROM transaction po JOIN transactionline tl ON tl.transaction = po.id
WHERE po.type = 'PurchOrd' AND tl.mainline = 'F' AND tl.taxline = 'F' AND tl.itemtype IN ('InvtPart','NonInvtPart','Assembly')
  AND po.trandate >= ADD_MONTHS(SYSDATE, -24)

SELECT r.id, r.tranid, r.trandate, tl.createdfrom AS po_id, tl.item, ABS(tl.quantity)
FROM transaction r JOIN transactionline tl ON tl.transaction = r.id
WHERE r.type = 'ItemRcpt' AND tl.mainline = 'F' AND tl.taxline = 'F' AND tl.itemtype IN ('InvtPart','NonInvtPart','Assembly')
  AND r.trandate >= ADD_MONTHS(SYSDATE, -24)

SELECT v.id, v.companyname, COUNT(t.id), SUM(t.foreigntotal)
FROM vendor v LEFT JOIN transaction t ON t.entity = v.id AND t.type = 'VendBill' AND t.posting = 'T' AND t.trandate >= ADD_MONTHS(SYSDATE, -12)
GROUP BY v.id, v.companyname

Appendix: Assumptions and Verification

Confidence: 90% in the vendor OTIF figures as measures of what the account recorded; 60% that they reflect physical delivery performance, because the due-date convention and the bill-first receiving pattern both limit what the data can say.