Use the SourceDay PO Dashboard to confirm new purchase orders (POs), propose changes, and respond when your buyer updates an order or responds to one of your proposals.
This guide covers the full PO collaboration workflow from the dashboard.
Prefer to work from your inbox? You can also collaborate without logging in. See Manage POs from email – quick start.
Start with POs that need your attention
You don't need to search through every open PO to figure out what to work on. Start in Needs Attention.
There are two important views for PO collaboration:
- Pending – New POs that need your response
- Buyer Proposed Changes – Existing POs where something has changed or your buyer needs another response from you
Select one or more PO lines and click Accept/Propose to get started.
Choose how to respond
The actions available depend on what's happening with the PO.
| Action | Use it when |
|---|---|
| Accept/Confirm | You agree to the current PO terms. |
| Propose | You need to suggest a different quantity, cost, due date, or ship date. |
| Reject | You don't agree with a change your buyer proposed. |
| Cancel | You want to request cancellation of the PO line. |
| Skip for Now | You're not ready to respond to that line yet. |
Some actions may not be available for every PO line. Select Unavailable Actions to learn why.
Accept or confirm a PO
- Open the Pending view (for new POs) or the Buyer Proposed Changes view (for updated lines)
- Use the checkboxes to select one or more PO lines
- Click Accept/Propose in the top-right corner
- In the window that opens select Accept/Confirm for the lines you agree
- Submit with the blue confirm button at the bottom of the window
Note you can confirm changes to the Ship to address, item description, and more.
You confirmation is recording in SourceDay and shared with your buyer.
Propose changes to a PO
You don't have to wait for your buyer to make a change. You can propose new terms on an open PO whenever something needs to be updated. Suppliers can propose updates to:
- Quantity
- Cost
- Due Date or Ship Date
To propose changes to one or more lines:
- Select the PO lines
- Click Accept/Propose
- In the action buttons for each line, select Propose
- Edit the Quantity, Cost, and/or Date fields on the far right
- Optional, add a reason for your changes in the Message field
- You may be required to select a root cause before submitting
- Click Confirm to send this proposed change to your buyer
The proposal fields start with the current PO values. Replace the values you want to change before submitting.
You can also compare your new proposal with previous values using the Supplier Proposed column.
Review the PO while you work
Before submitting a proposal, you can use the Accept/Propose window to:
- Review full order details and attachments
- Move between selected POs
- Review previous activity
- Read messages and communication history
This can be especially helpful when you're responding to an earlier proposal or trying to understand why an order needs attention.
What happens after you propose a change
Your proposal is sent to your buyer for review.
If your buyer accepts the proposal, the PO is updated in SourceDay and your customer's ERP.
If your buyer rejects or counters your proposal:
- You'll receive a notification
- The PO will return to Buyer Proposed Changes under Needs Attention
- You can review the buyer's response
- You can confirm the current terms or submit another proposal
Use messages and PO history when you need more context about the buyer's decision.
Respond to buyer changes
Not everything in Buyer Proposed Changes means the same thing.
A PO may appear here because:
- Your buyer changed the cost, qty, or date on the PO in their ERP or updated a non-collaboration field
- Your buyer proposed a change through SourceDay
- Your buyer rejected a change you proposed
- Your buyer is asking you to reconfirm an upcoming order
Here's what to do in each situation.
Your buyer changed the PO
Your buyer may update the PO directly in their ERP—for example, changing the quantity, cost, date, shipping information, or other order details.
The updated information is already reflected on the PO in SourceDay, but you may still be asked to acknowledge the change.
Review the updated order using the Accept/Propose button and either:
- Confirm if you can meet the new terms, or
- Propose different terms if you cannot.
Check the message and PO history if you need to understand what changed. Look for the note: “Change made by [Buyer Name]” in the message section.
Your buyer proposed a change
Your buyer can also propose new terms through SourceDay instead of changing the PO directly.
You'll see their proposed values when you review the PO.
You can:
- Accept the proposed change
- Propose different terms
- Reject the proposal
- Cancel the line, when available
- Skip for Now if you aren't ready to respond
Add a message when your buyer needs additional context about your response.
Your buyer rejected your proposal
If your buyer rejects a change you previously proposed, the PO returns to Buyer Proposed Changes.
Review the buyer's response and the rejected proposal. Then either:
- Accept/Confirm the current PO terms, or
- Propose another change.
Review messages and PO history if you need additional context before responding.
Your buyer asks you to reconfirm an upcoming order
Your buyer may ask you to reconfirm an order as it approaches its due or ship date.
These confirmation requests also appear in Buyer Proposed Changes.
Either:
- Confirm that you can still meet the current PO terms, or
- Propose an update if something has changed.
Update multiple PO lines at once
When several PO lines need the same response or update, use Bulk Update.
- Select the PO lines you want to update.
- Click Accept/Propose.
- Click Bulk Update at the top of the response window.
- Choose the action you want to apply.
- If you're proposing changes, enter the new quantity, cost, and/or date.
- Add a message or Root Cause, if needed.
- Review your changes.
- Click Confirm.
SourceDay applies the bulk action or values to the selected lines.
Tip: Bulk Update works best when the same action or value applies to many lines. You can work with up to 100 PO lines at a time.
What happens after you respond
What happens next depends on the action you submitted:
- Accepted or confirmed – Your response is recorded and shared with your buyer.
- Proposed change – Your buyer reviews your proposed terms.
- Rejected buyer proposal – Your rejection and message are sent to your buyer.
- Cancellation request – Your request is sent to your buyer for review.
- Skipped – Nothing changes on that line. You can return to it later.
If another decision is needed from you, the PO will return to Needs Attention.
Frequently asked questions
Why isn't an action available?
Select Unavailable Actions to see why an action can't be used for that PO line. Availability depends on the PO's current status and activity.
Where can I see what changed?
Open Accept/Propose and review the order details, history, attachments, and messages. These can help you understand the current PO values and previous collaboration.
Why can't I submit a rejection or cancellation?
You may be required to enter a reason in the message field before submitting.
What if I don't want to respond to every selected line?
Choose Skip for Now for any line you aren't ready to update. You can return to it later from Needs Attention.
Prefer working from email?
You don't need to log in to collaborate on individual POs.
New POs: accepting, proposing changes, cancellations, and split lines by email