We know all too well that in the life cycle of a Purchase Order changes happen. Staying on top of these changes can be difficult. With SourceDay Suppliers are able to stay up-to-date when Buyers make changes to PO Line or when buyers reject a supplier's proposed change. When this happens SourceDay will send an email notification to the supplier informing them of PO Lines requiring action. In this email notification, there will be a link that will take Suppliers to their Updates tab within Sourceday. From there Suppliers simply need to accept or confirm the orders new details or propose changes as needed.
Let's Take A Look At Your Updates Tab
There are a few reasons why a PO Line may be in the Supplier's Update Tab. Keep scrolling for more in-depth discussion on each of these.
- The Buyer makes a change on the PO within their ERP - Buyer Made Change
- The Buyer proposes a PO change within SourceDay - Buyer Proposed Change
- The Buyer rejects a supplier's proposed change - Rejected Supplier Proposed Change
- The Buyer requires a confirmation for orders coming due - Radar Confirmation
- The PO Line is late or pending for more than one day - Tabbed Based Reminder (As of July 2023 these are no longer added to Supplier's Updates Tab)
How A Supplier Responds
Select the Order Lines and choose Accept/Propose Changes from the Choose an Action fly-out menu.
How Suppliers respond to these PO Lines will vary based on why the line is in the Updates Tab. Just like the Buyer, Suppliers have the option to Accept/Confirm, Propose, Hold, or Reject PO changes from the Buyer. This action will be available on multiple tabs and is not just confined to the Updates Tab.
- 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 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.
- Coming Soon - Cancel sends the buyer a proposed cancelation of the order line.
Suppliers will review the buyer initiated changes or rejections to the PO Order Lines and decide their course of action using the available buttons. Each line will default to Hold.
Once an update or value is accepted by the supplier SourceDay will communicate that with the buyer and move that order out of the Supplier's Updates tab. Any changes proposed will send this order line back to the buyer for review (and move it to the Supplier's 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 Messages box.
Let's Explore the Updates Types More
Buyer Made Changes
When your buyer makes a change to the Cost, Quantity, or 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. To add to the clarity, the last flag will read: "Change made by Buyer Name. Changed due date, qty, or price."
When buyers make these changes to the PO, they are looking for a Supplier Confirmation. Essentially the supplier just needs to select Confirm or propose new values using the using the Accept/Propose Changes action.
To learn more about upcoming Supplier Confirm action click here.
Buyer Proposed Changes
When your buyer proposes a change to the Cost, Quantity, or 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 Vendor Commit/PO Ship Date columns. You will need to respond to these proposed changes using the Accept/Propose Changes action.
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 a message from the buyer. The Supplier will need to either confirm the original order requirements or propose a new change to the order for your buyer to review, using the Accept/Propose Changes action.
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.
When an order line move to the Radar Tab the buyer can enable a required confirmation. If this is enabled then you will receive a notification and the order will appear in your Updates tab. Suppliers will need to Confirm then can still meet the terms on the order, or Propose Changes to the order line.
To learn more about Supplier Confirm action click here.
Tabbed Based Recurring Notifications (Late & Pending Orders)
Historically, orders that were Late or Pending and triggered the buyer's tabbed based notification would display the line in the Supplier's Updates tab. This was updated and these notifications no longer add the line to the Supplier's Updates tab. If it's been a while since you've logged in you may find PO Lines that operated under this rule. There are no changes for you to review on these orders. This is a courtesy notification from SourceDay 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. Suppliers will need to use Propose Change to update the order line with a new date. Or use the Shipped (or Ready to Ship) Action to create an ASN for the buyer by marking the order as shipped within SourceDay.
To learn more about the Shipped action click here.
Update Orders with Buyer Made Changes <-- you are here