Managing POs in SourceDay (accept, update, & respond)

As a supplier in SourceDay, you're responsible for managing purchase orders (POs) by accepting new orders, proposing changes when needed, and responding to updates or rejections from your buyer.

You can do this from:

• Email (no login required)
• The SourceDay dashboard

Understanding the PO lifecycle in SourceDay

You’ll receive email notifications from SourceDay when:

• A new PO is created
• Your buyer updates a PO (from their ERP or within SourceDay)
• Your buyer rejects a change you proposed
• A confirmation is required for orders coming due soon

When you need to take action

You’ll typically need to respond in two situations:

New purchase orders - You receive a new PO that requires your confirmation.

Buyer updates - Your customer makes changes to an existing PO that require your response.

What actions you can take

When reviewing a PO, you can take one of several actions.

How to accept new or updated orders 

Step-by-Step:

1. Log into your SourceDay account
2. Open the Pending view (for new POs) or the Buyer Proposed Changes view (for updated lines)
3. Use the checkboxes to select one or more PO lines
4. Click Accept/Propose in the top-right corner
5. Select your response

Click Confirm to submit your response

This multi-PO window opens:

How to propose changes to a PO

Suppliers can propose updates to:

• Quantity
• Cost
• Due Date or Ship Date

To propose changes to one or more lines:

1. Select the PO lines
2. Click Accept/Propose
3. In the action buttons for each line, select Propose
4. Edit the Quantity, Cost, and/or Date fields on the far right
5. Optional, add a reason for your changes in the Message field
6. Click Confirm to send this proposed change to your buyer

How to Respond to Buyer Changes or Rejections

Buyer-made changes

When a buyer updates a PO from their ERP system (e.g., changing a date or quantity), it appears immediately in your dashboard. You'll still need to Confirm or Propose updates to show your acknowledgment.

Look for the note: “Change made by [Buyer Name]” in the message section.

Buyer-proposed changes

Buyers may also propose changes directly in SourceDay (e.g., request a new due date). These appear in red in the Cost, Qty Ordered, and Due Date columns.

Use the Accept/Propose action to:

• Accept the changes
• Propose alternate values or cancelation
• Reject the proposal

Rejected supplier proposed changes

If your buyer rejects changes you previously proposed, you'll be notified. The rejected lines appear in red in the supplier date, supplier cost, and supplier quanitity columns. You’ll need to either:

• Confirm the original terms
• Propose new values

Orders due soon confirmations 

If your buyer has enabled confirmation for orders that are coming due soon, these lines will also appear in the Buyer Proposed Changes tab. You must:

• Confirm that you can meet the existing PO terms, or
• Propose changes if the terms can’t be met 

Make Bulk Updates to multiple PO lines

If several PO lines require the same action or update, you can save time using the Bulk Update option.

To Use Bulk Update:

1. Navigate to the view, click the top checkbox to select all visible lines, or select specific lines individually.

2. Click Accept/Propose to open the multi-line window.

3. At the top of the window, click Bulk Update.

4. Choose your action:

   • Accept or Confirm

   • Propose

   • Cancel

   • Hold (Skip for Now)

5. If you choose Propose, enter the new values for:

   • Quantity

   • Cost

   • Date (Due Date or Ship Date)

6. Optional: add a message or reason for the proposed change in the Message box (this will apply to all lines selected).

7. SourceDay will automatically apply your bulk entries to each selected line.

8. Click Confirm to complete the update.

What happens after you submit changes

If your buyer accepts:

• The PO is updated in both SourceDay and their ERP system
• You’ll receive an email notification

If your buyer rejects or counters:

• The order line will not be updated
• You’ll be notified with a reason
• The line will move to your Needs Attention view
• You can then:
  • Confirm the original terms
  • Propose a different update

Frequently Asked Questions

What if an action button is unavailable?
Click on "Unavailable Actions" to learn why that line can’t be updated (it may be closed or fully acknowledged already).

Can I view past messages or order history?
Yes. In the response window, use the tabs at the top to view order details, history, attachments, and messages.

What if I only want to act on some lines and skip the others?
Use Skip for Now to leave a line untouched. You can take action on it later from your Needs Attention view. 

Why won't my rejection or cancel submit?

You likely need to include a reason in the messagebox.

Summary

• You can manage orders individually or in groups of up to 100 lines at a time.

• Use the Accept/Propose button to respond to buyer updates, with different options depending on whether you're confirming, proposing, or canceling.

• Bulk updates help you save time by applying the same changes across multiple lines.

Prefer working from email?

New POs: accepting, proposing changes, cancellations, and split lines by email