Suppliers can Propose Changes to orders directly to their customers in SourceDay at anytime using the Accept/Propose action. This action can be performed on an individual order line or in bulk for up to 100 order lines at a time.
Propose changes to open orders
While updating orders in SourceDay, suppliers are able to propose changes to the following order requirements:
- Quantity
- Cost
- Due Date or Ship Date
1. Click the checkbox on each order line you would like to update, remember you can work in bulk (up to 100 lines at a time) by clicking on the open box in the very top row. This will select all lines in the current tab. Scroll down to see how to use the Bulk Update feature.
2. Select Accept/Propose Changes from the Choose an Action menu
3. Review Order Details
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- Click the View Purchase Order link to access the PO Details View
- Click the Order History link to access the History log
- Click the View Attachments link to access all attached documents
- You can click Collapse All to minimize all order details for all orders or click Expand All to open order details for all orders
- You can review Messages on the order with navigation at the top of the window
4. Enter the changes you want to propose to your customer in the Quantity, Cost and/or Date fields in the box on the far right. These boxes will autofill with the current details on the order, to change delete the information and type to enter your proposed changes. You can also easily review the values you last committed to in the Supplier Proposed column. If needed, enter a reason for all proposed changes in the Message box. This will be linked to the lines in the order history.
5. Click the Confirm button to send the proposed changes to your customer or select Cancel button to exit without submitting changes.
Orders with proposed changes will appear in your Awaiting Response tab. These orders are currently waiting for your customer to accept or reject.
Making Bulk Updates
Bulk Update gives suppliers the ability to propose the same quantity, cost, and/or date changes to all selected orders. Suppliers can also provide the same reason across the orders in the Messages box.
1. Click on the action you are taking: Accept, Propose, Hold (Skip for now), or Cancel. This action will applied to all selected lines.
2. If you have selected Propose, you can then enter proposed changes in the Quantity, Cost, or Date Field. Any values entered here will be filled in for all the selected lines.
3. Enter a bulk reason for the proposed changes in the Message box
Once you start entering changes in bulk update, SourceDay will automatically start filling in those fields with your proposed changes for the order lines selected.
Accepted Changes
Orders that have proposed changes that have been accepted by your customer will update in SourceDay and write the changes back to your customer's ERP. The order will move out of your Awaiting Response tab and you can now locate that order in your All Open tab.
Rejected Changes (& Buyer Proposed Changes)
Orders that have proposed changes that have been rejected by your customer will not update in SourceDay. You will receive a notification and a reason for the rejection or proposed changes from your customer. These order lines will now appear in your Updates tab. You will now need to take action on this order. You may counter propose changes or accept the original terms on the order line.
Changes Coming Soon
| The Accept/Propose Changes action can be used to acknowledge new PO lines (pending) and to respond to buyer proposed changes. These POs are in your Needs attention view. You can also set up custom views using the Advanced Filter to manage only the POs you need. |
Within these views, select one or more lines by check the boxes on the of the PO line.
Then click on the Accept/Propose Changes button in the top right to open the Accept/Propose Changes modal.
In the modal you can:
- Jump to specific POs by click on the left summary data
- Review the order details
- View the Purchase Order in full
Suppliers have the option to Accept/Confirm, Propose, Hold (Skip for now), or Reject PO changes from the Buyer.
- Confirm lets your buyer know you can meet the terms of the order (used when the buyer rejects your proposed changes or is making changes to the PO Line within their ERP and when an order crosses the Radar Threshold as set by the buyer).
- Accept lets the buyer know that you accept their proposed change & SOON will also acknowledge new order lines.
- Propose allows suppliers to counter propose changes & send the PO Line back to the buyer.
- Hold (Skip for now) keeps the PO line in the suppliers update tab without any actions take on that line. If you've selected multiple orders to review this feature allows you to take actions on the other order lines while holding this one in the updates tab. (Default action).
- Reject sends the buyer proposed changes back with your message.
- Cancel sends the buyer a proposed cancelation of the order line.
*options not available for that line can be reviewed by clicking unavailable actions