SourceDay automatically sends email notifications to suppliers when important purchase order activity occurs.
These notifications help suppliers:
- Respond to new orders quickly
- Stay informed about PO changes
- Prevent late deliveries
- Review attachments and messages
- Take action directly from email
Buyer teams can also monitor, audit, and report on supplier notification activity directly within SourceDay. Buyers who manage supplier settings can customize when reminders are included in the Supplier's digest email.
When suppliers receive emails
Suppliers receive two types of emails from SourceDay:
- New order email
- Digest email
Suppliers receive notifications when important PO activity occurs, including:
- New purchase orders
- Added order lines
- Planned orders
- PO status changes (Line marked as Hot)
- Messages and notes
- Attachments
- Due soon reminders
- Late order alerts
New order email notifications
Suppliers are notified when:
- A new purchase order is created
- A planned order is created
From the email, suppliers can:
- Review the PO
- Download PO PDFs
- Open the PO directly
- Acknowledge the order
- Log into SourceDay for additional context
Recommended notification setting: Real time
PO changes and updates
Suppliers receive notifications (digest email) when purchase orders change, including:
- Quantity, date, or cost updates from the ERP
- Quantity, date, or cost changes proposed in SourceDay
- Rejected proposals
- ERP updates such as:
- Item descriptions
- PO revisions
- Vendor item names
- Ship-to addresses
- Transport types
- Cancellation requests
These notifications help suppliers stay aligned with the latest order requirements.
From the email, suppliers can:
- Review updated order details
- Respond directly in SourceDay
- Accept changes
- Propose alternative changes
Recommended notification setting: Real time
Messages
Suppliers receive notifications (digest email) when buyers send PO messages.
These emails help suppliers quickly respond to:
- Questions
- Clarifications
- Shipping requests
- Production updates
From the email, suppliers can:
- Open the message thread
- Reply directly in SourceDay
- Review related PO activity
Recommended notification setting: Real time
Attachments and notes
Suppliers receive notifications (digest email) when buyers add documents through SourceDocs.
These may include:
- Notes
- Specifications
- Drawings
These notifications ensure suppliers always have the latest supporting information.
From the email, suppliers can:
- Open the PO directly from the email
- Review attached documents
- Download files
Recommended notification setting: Daily digest
Due soon reminders
SourceDay automatically remindes suppliers when orders are approaching their due date (digest email).
These reminders help suppliers:
- Prioritize upcoming shipments
- Update expected delivery dates
- Avoid late orders
Example notification:
“PO is Due in 14 days, please ship the PO or update the date.”
Recommended notification setting: Daily digest
Late order alerts
SourceDay automatically alerts suppliers when purchase orders become late (digest email).
These alerts help suppliers:
- Prioritize delayed orders
- Communicate updated shipment timing
- Reduce escalations
Example notification:
“PO is Late, please ship the PO or update the date.”
Recommended notification setting: Daily digest
How suppliers interact with emails
Supplier emails are action-oriented and designed to reduce clicks.
From the email, suppliers can:
- Acknowledge orders
- Accept or propose changes
- Open messages
- Download PDFs
- Review attachments
- Navigate directly into SourceDay
How buyers control supplier notifications
Buyers can configure supplier notification behavior directly from the Email Notifications settings page.
Buyers can:
- Configure reminder cadence
- Control which events generate reminders
- Configure global reminder settings
- Configure supplier-specific reminder settings
SourceDay recommends avoiding excessive reminders to reduce supplier notification fatigue.
Learn more about reminder settings.
Monitor and audit supplier notifications
Buyer teams can review supplier notification delivery and engagement activity directly in SourceDay.
Available visibility tools include:
- PO History
- Supplier Notification reports
- Supplier Risks
Review notification history in PO History
Within PO History at the PO line level, buyers can review notification history for:
- New POs
- ERP-cancelled POs
This visibility helps teams confirm:
- When notifications were sent
- Which notifications were triggered
- Supplier engagement activity
Review supplier notification reports
The Supplier Notifications for New POs and Cancellations report provides detailed visibility into supplier email delivery and engagement.
Available reporting includes:
- Email delivery type
- Email delivery status
- Email recipients
- PO line acknowledgement and engagement
- Warning issues such as:
- Spam filtering
- Delivery delays
- Failure issues such as:
- Invalid mailbox
- Recipient errors
These reports help teams audit supplier communication activity and troubleshoot delivery issues.
Understand supplier risks
SourceDay automatically flags supplier communication risks within:
- Buyer digest notifications
- The PO Dashboard
- Supplier Hub
Supplier risks include:
New email detected
Triggered when a supplier has a new email address added in the ERP.
Recommended action:
- Review and validate the new supplier email address in SourceDay.
Email issue
Triggered when SourceDay cannot deliver an email due to a bounce or delivery issue.
Recommended action:
- Review or update supplier contact information.
Uninvited supplier
Triggered when a new PO is issued to a supplier not currently using SourceDay.
Recommended action:
- Invite the supplier to SourceDay.
These risk notifications help teams proactively identify and resolve supplier communication issues.
Supplier onboarding emails
Suppliers receive an invitation email when they are granted access to SourceDay in supplier settings.
Invitation emails include:
- Co-branded company design
- Link to account creation
- Getting started guidance
- Summary of SourceDay benefits