The Mission
Buyers sometimes need to make changes to POs. With SourceDay they have two places they can go to accomplish this. They either make the change on the PO within their ERP and through our API, SourceDay will pull in those changes and notify the supplier that changes have been made. Buyers can also also propose changes on order lines directly in SourceDay. When orders are updated by the Buyer or the Buyer rejects a proposed change by the supplier, SourceDay will send an email notification to the supplier informing them of updates requiring action. In this email notification, there will be a link that will direct you into the platform to the Updates tab. Let's explore where these POs lines will be displayed in the dashboard and how to respond using the available Actions.
Let's Take A Look At Your Updates Tab
Rejected Supplier Proposed Changes
When the buyer rejects a proposed change you have made on an order you will receive a notification and the order will appear in your Updates tab with your buyer's rejection notes. The Supplier will need to either accept the original order requirements or propose a new change to the order for your buyer to accept, using the Action Update.
Rejected changes will appear in Red under the Cost Prop, Qty Prop, and Vendor Commit columns. If you don't see those columns be sure to learn how to Manage Columns by clicking here.
Buyer Made Changes
When your buyer makes a change to the Cost, Quantity, or Due Date/Ship Date within their ERP system you will receive a notification and the order will appear in your Updates tab. This can cause confusion because the change is made immediately to the PO. Reviewing the last note on the order line can help! The flag will read "Buyer Made Change..." and then denote the changes. When this happens there is not an option to "Accept Buyer Changes" because the changes have already been made to the PO. Essentially the supplier just needs to re-acknowledge either by confirm these changes or propose new values using the Action Update.
Buyer Proposed Changes
When your buyer proposes a change to the Cost, Quantity, or Due Date/Ship Date within SourceDay the Supplier will receive a notification and the order will appear in your Updates tab. Changes made by the buyer will appear in Red under the Cost, Qty Ordered, and Due Date or PO Ship Date columns. You will need to confirm if you can meet the changes made by your buyer by using the Action Update.
Late, Pending, or Radar Orders
Orders that are Late or have been Pending for 1 day or more, and orders that have moved to Radar will also be in you Updates tab. There are no changes for you to update on these orders. This is a courtesy notification from SourceDay (based on the ranges set by the Buyer) reminding you that you need to take action on these orders. Pending orders will need to be acknowledged. Late orders need to be shipped or updated with a new proposed due/ship date from you. Radar orders are approaching their due date and should be updated with shipping information soon.
Notes
Hover over the Messages/Notes icon under the Flags column to review the last message on the order line and preview the reason provided to you by your customer for a change or rejection.
Pro Tip: Be sure to enable the column Order Status to better understand why an order is in your Updates Tab. To see how click here.
How Do I Do Respond to Proposed Changes and/or Rejections?
1) From the Updates tab click the checkbox on each order line you would like to respond to or you can make updates in bulk to all orders by checking the open box in the top row. This will select all lines in the current tab. Remember if an order is Pending the only Action available on the Action Menu is Acknowledge. You may want to start by first acknowledging orders in your Pending Tab, to see how click here. Orders that are Late or within Radar may not have any changes.
2) Select Update from the Choose an Action menu. Then just like when you first acknowledged the order you can review the order details and corresponding information.
3) Review the Current, Last Committed, and Buyer Proposed order values.
Current - These are the current values on the order. When responding to an update these are the values you will be committing to on the order.
Last Committed - These are the last values you committed to on an order.
Buyer Proposed - These are the last proposed changes your buyer made on an order. This column may be blank - depending on where the buyer made the change.
4) To Accept Buyer Changes use the blue toggle button just above the Proposed Changes boxes. Alternatively if you need to counter propose changes toggle this off and enter the values in the boxes below. Not every change will have this button. If the buyer changed the order within their ERP , then the details in the Current column have been changed. If that is the case you can simply click submit to re-confirm these new details.
5) Click the Submit button to send your proposed changes to your buyer for approval or click the Cancel button to exit the menu box
Once an update or value is accepted SourceDay will update the order with all updated values and move that order out of your Updates tab. Any changes you proposed will send this order line back to your buyer for review (and move it to your Awaiting Response tab).
Making Bulk Update
Remember you can always work in bulk using the Bulk Update feature at the top of the window. This gives suppliers the ability to accept all buyer proposed changes or 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 Comment box.
1) Click Bulk Update to access the update fields
2) Toggle Accept All Buyer Changes to accepted all changes made by the buyer
Alternatively, you may propose bulk Quantity or Cost updates or select a bulk Date update from the date selector - once you enter changes in bulk update Source Day will fill in those fields on all orders selected with your proposed changes.
4) Enter a bulk reason for the proposed changes in the Comments box
4) Click the Submit button to send your proposed changes to your buyer for approval. Orders with proposed changes will appear in your Awaiting Response tab. These orders are currently waiting for your customer to accept or reject.
Pro Tip: For some users the bulk section will be collapsed, if you click the down arrow you will see the items that you can update across all orders. If you update a PO line after you have updated the bulk section, the value on the PO line will be the value saved.
