Procurement & delivery
The useful date is often the day an order must be placed. YPA connects required-on-site dates, supplier lead times and delivery promises, so you can see what needs a decision before the work is waiting.
How this helps a contractor
For a contractor, this connects required-on-site dates, approvals, supplier lead times, orders and delivery promises before labour or programme is left waiting. Invited consultants can see the authorised approval or dependency information they need; private supplier rates and contractor commitments are not shared automatically.
Start with the contractor’s project question and the records already available. Each participant’s private questions and drafts remain separate from shared project records. At setup, we agree the invited collaborators, information and recipients that help the contractor move the work. How personal support and collaboration work. See the contractor questions YPA helps answer.
What YPA does
- Builds the schedule from your records — Share the work dates, quotations and orders. YPA records each package, supplier, owner and site-needed date in your procurement sheet.
- Works back to the order date — With a confirmed site date and lead time, YPA calculates the latest order date. Manufacturing, transport and other allowances are included when provided; missing assumptions are flagged.
- Shows what needs attention — Ask what needs ordering, which deliveries are approaching or which promises have slipped. Your weekly email brings together the material items, with timely alerts for important dates.
- Keeps date changes reviewable — A revised delivery promise is linked to its source. YPA highlights the change and asks you to confirm its planning implications before treating a revised programme date as agreed.
- Retains the order and delivery trail — Quotations, purchase orders, delivery updates and receipt evidence stay linked. A supplier’s promised delivery is kept separate from a delivery confirmed on site.
- Prepares the follow-up — Ask YPA to draft a supplier query or confirmation with the item, order reference and required date. You review and send it; placing the order stays with the authorised buyer.
Start with what you have. Share your programme or lookahead, specifications and quantities for key packages, supplier quotations and lead times, purchase orders, promised deliveries and actual delivery notes. Confirm site dates when no programme is available.
YPA creates and maintains the sheet from your records. Its entries are marked system-generated, yours to verify. Review and edit at any time. Drafts come to you; you check and send them yourself.
How it actually runs
- Identify what the work needs and the required-on-site date.
- Confirm the supplier lead time and any additional transport or approval allowance.
- Work back to the order date and retain the purchase order when placed.
- Update the delivery position from supplier information and site receipt records.
Where it usually goes wrong
- A site date or quantity is assumed instead of confirmed.
- A supplier changes the promise but the plan still carries the old date.
- An order is recorded as delivered without a site receipt.
- A late package is called a project-completion delay without checking the programme.
What a YPA sheet looks like
One row per package keeps quantities, lead time, order details and delivery promises together. Scroll horizontally for the full schedule.
| Item No | Package | Item | Quantity | Unit | Supplier | Required On Site | Lead Time (weeks) | Latest Order Date | Purchase Order Number | Order Date | Promised Delivery | Price | Fees | Status | Responsible | Verified By | Source Tag |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 1 | Cladding | Stone finish samples — elevation A | 3 | No. | Supplier | 2026-09-09 | 1 | 2026-09-02 | PO-021 | 2026-09-02 | 2026-09-08 | R 4 200,00 | R 0,00 | Ordered | Site team | Not yet verified | system-generated |
| 2 | Cladding | Additional return pieces — subject to review | 18 | No. | Supplier | 2026-09-21 | 2 | 2026-09-07 | Not placed | — | Not confirmed | Awaiting quotation | R 0,00 | To order | Site team | Not yet verified | system-generated |
| 3 | Roofing | Roof flashings — Block C | 24 | m | Supplier | 2026-09-18 | 2 | 2026-09-04 | PO-022 | 2026-09-04 | 2026-09-16 | R 18 500,00 | R 0,00 | Ordered | Site team | Not yet verified | system-generated |
| 4 | Doors | Internal door sets | 12 | No. | Supplier | 2026-09-25 | 4 | 2026-08-28 | PO-020 | 2026-08-28 | 2026-09-23 | R 42 000,00 | R 0,00 | Ordered | Site team | Not yet verified | system-generated |
| 5 | Electrical | Distribution board covers | 6 | No. | Supplier | 2026-09-14 | 2 | 2026-08-31 | PO-019 | 2026-08-31 | 2026-09-11 | R 12 600,00 | R 0,00 | Ordered | Site team | Not yet verified | system-generated |
| 6 | Plumbing | Basin mixers | 8 | No. | Supplier | 2026-09-10 | 3 | 2026-08-20 | PO-018 | 2026-08-20 | 2026-09-04 | R 9 600,00 | R 0,00 | Delivered | Site team | Not yet verified | system-generated |
What you can do today
- Share the next few weeks of planned work and key supplier quotations.
- Confirm which dates are promises and which are actual deliveries.
- Forward revised lead times as soon as you receive them.
Want the full picture?
Your personal project assistant in WhatsApp and email. Start with one question, on your own or with collaborators whose access is agreed individually. Each participant has a private conversation with YPA. YPA is available through application, with the project scope, service and price agreed before you start.
This guide is general information, not legal advice. Required-on-site dates, lead times and cidb requirements come from your programme, your suppliers and the current cidb prescripts — always confirm before acting. YPA helps you track and draft; it doesn't issue or validate registrations.