relaying vendor backorder notification to internal customers

We're 6 hospitals with Lawson and GHX. Our buyers drill around on PO Line Source and email the notifications directly from GHX Order Center to the Requester. The fax confirmations are just under 20% of our order but they do the same - drill to find the Requester and then send an email. Some call the users but I'm told they like it "in writing" that the users were informed.

They are ccing themselves on the GHX notices and either way they copy/paste the email into the Comments to Print on Headers on Internal Documents and if there is an ETA they change the early delivery date on the line. I won't swear they are fully compliant with putting the emails on the PO, but the Director receives a weekly report of any lines overdue so they are compliant with changing the ETAs.