How to communicate about planned material between buyer and salesperson

Hello team

we have a problem connected to the communication about purchase orders and planned materials.

We have two sides:

• a buyer who manage the purchase order and communicate with a supplier
• a salesperson who manage sales orders and communicate with a client

Often buyer has to communicate with the salesperson about concrete material. This is for example:

• material is in the transport
• there is no open order
• only half a planed of material will be shipped because of lack in the stock
• it can't be done on a need by date, the supplier will send material month later

Communication about that in the email/communicator is awkward, We would like to give to users specific tool. Is there something like a communication center or could you tell me what is the Oracle way how to solve that problem?