All new orders waiting to be acknowledged by the supplier will appear in the New order/Pending view with a Pending status.
By using the Accept/Propose Changes actions in SourceDay, suppliers are able to accept or propose changes to the following order requirements:
- Quantity
- Cost
- Due Date or Ship Date
These actions can be performed on an individual order line or in bulk for up to 100 order lines at a time. The Acknowledge action will only be an available option on orders currently in a Pending status, while Accept/Propose Changes is available across order statues.
4 minute video here Acknowledging POs and managing PO changes in the dashboard
Or to use the interactive step by step walk-through click here.
Accept New Orders
1. You will be alerted to new order lines with an email notification.
2. Once logged in, Select the Pending tab or view to see only your pending orders. This tab will be where all your new PO Lines will be sorted. New orders can be managed from multiple views such as the All open. Alternatively you may work orders line by line (not in bulk) from the Tasks View. Learn more about Tasks.
3. Click the checkbox on each order line you would like to acknowledge. Remember each line on a PO will have it's own line within the dashboard.
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. This may be very helpful when you are first getting started and may have pending PO Lines that you have already collaborated on outside of SourceDay. Acknowledge those orders in bulk will move them quickly out of your Pending Tab, more tips and tricks on bulk acknowledgement if you keep reading.
4. Select Accept/Propose Changes from the Choose an Action menu. Both actions will open a collaboration modal and you can work on any order line regardless of status.
Coming Soon: You can use Accept/Propose from the Quick action buttons in the top right.
5. Review Order Details
- Click the View Purchase Order link to access the Interactive PO Details Page
- Click the Order History link to access the History log
- Click the View Attachments link to access all attached documents
- Expand of collapse the details as needed
- You can click Collapse All to minimize all order details for all orders or click Expand All to open order details for all orders
6. Suppliers can select their response using the buttons just under the order details.
Accept or Confirm - Acknowledges that the supplier can fulfill the order as is
Propose - Acknowledges the order while proposing changes to the Quantity, Costs, or Date for the buyer to review. Selecting Propose will open text boxes for the supplier to enter new values.
Hold (Skip for now) - Takes no action on this order line; this allows users to take actions on other lines within the modal
Cancel - Proposes a cancellation or rejection on the order line for the buyer to review
Undo Changes - Recall proposed changes that have not be acted upon by the buyer
Orders that have been acknowledged without proposed changes will move out of your Pending tab and switch from a Pending status to an Ontime status. You will now be able to find these orders in your All Open tab.
7. Click the green confirm button to submit your confirmations and proposed changes.
Orders that have been acknowledged/accepted without proposed changes will move out of your Pending tab and switch from a Pending status to an Ontime status. You will now be able to find these orders in your All Open tab.
Orders with a proposed changes will move out of your Pending tab and will now appear in your Awaiting Response tab. These orders with proposed changes are currently waiting for your customer to accept or reject. You will receive an email notification when a buyer accepts the changes or counter-proposes changes.
Making Bulk Updates
Once you select multiple lines you will have the option at the top of the popup modal to Bulk Update. 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 Message box.
1. Click on the action you are taking: Accept, Propose, Hold (Skip for now), or Cancel. This action will be 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.
Coming Soon!
We are excited to introduce a faster way to take action on PO Lines. We've pulled the three most common actions out of the action menu and moved actions to the top right side of the dashboard to give you the most room to work.
To take action first select a PO line by clicking on the open box on the left of each line.
Then select an action from the quick action buttons on the top right side. Click on the ellipsis button to view all available actions. Each action you select will open an action modal.
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Moving the Action menu gives you room to create and save unique PO views that are built by you! We're moving tabs to a left side navigation with clear views into the life cycle of your POs and risks to on time delivery.
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Prefer working from email?
New POs: accepting, proposing changes, cancellations, and split lines by email