What Are We Trying to Accomplish?
After setting up your PO Dashboard (click here to see how), the next step toward collaborating with Suppliers on SourceDay is to review Supplier proposed changes to POs. Suppliers are able to propose cancelations to POs or propose changes to the cost, quantity, or due date/ship date. Buyers can respond with the Accept/Propose Changes action.
- All proposed changes or cancelations initiated by your Supplier will have to be Accepted or Rejected by the Buyer before the purchase order is updated in SourceDay and in your ERP.
- Proposed changes will appear under the Buyer's Updates tab and the changes will appear highlighted in Red under the Vendor Commit (due date or ship date), Qty Prop, and Cost Prop columns.
SourceDay will send an email notification to the Buyer listed on the PO when the Supplier initiates a proposed change. You can set the email delivery cadence for these updates under your Account Settings (read more about Account Settings here).
Note: If the Buyer listed on the PO does not have a SourceDay license, then the notification will default to the Admin on the Buyer account.
Buyers can use the Accept/Propose Changes Action to accomplish the following:
- Accept Supplier propose changes
- At this time Buyers can also Activate Planned Orders and Update Promise Dates
- Coming Soon: Approve Supplier accepted Buyer proposed changes (for example: if you propose changes and the supplier accepts them the buyer can Approve these changes to be written into your ERP and update the PO)
- Reject Supplier Proposed Changes
- Propose Changes on the PO Line
- Coming Soon: Cancel an Order Line
How Do I Do It?
To see this in Action using our step by step walk through click here.
From the Updates tab you can preview the proposed changes highlighted in red on the dashboard. You can also preview the last note by hovering over the note icon under the Flags column to read the reason for the proposed change or review the order history.
When you are ready to make decisions on the proposed changes, you'll select those order lines using the open boxes next to the line and choose Accept/Propose Changes from the Action Menu.
The next window gives the Buyer the ability to navigate easily between PO Lines using the summary data in the left column. You can additionally review the Purchase Order in full, the Order History, and any attachments using the links on the right side. Key order details and the last message are summarized and displayed just above the action buttons.
Taking Action
Actions can be taken individually per line or in bulk using the buttons under Bulk Action at the top of the window. Anything selected under Bulk Action will be applied to all the selected lines.
Note: If you are using planned orders, you may Activate these orders in bulk by clicking Activate All. You can also update the Promise Date by clicking Overwrite Promise Date.
At the line level you can review the current values on the PO (as listed in the order details and in your ERP). The Last Committed column will show the last proposed change or agreement from the Supplier. Buyer Proposed will show any proposed changes from the buyer that haven't yet been accepted by the Supplier. The Proposed Changes column is where you would enter in your current proposals.
Accept (or Approve) will update the PO in SourceDay instantly and your ERP within minutes. The PO line will move out of your Updates tab once you have accepted it and appear under All Open. When Accepting a date change from your Supplier, you may also decide to Overwrite Promise Date. Clicking this checkbox will update the promised due date (or promised ship date for Suppliers that use ship dates). This should only be used if you want to override existing promise dates. Note: This is the only time that Buyers can update the Promise Date fields in SourceDay.
Propose will allow you to propose changes to the Quantity, Cost, or Date fields. This line will move to your Awaiting Response tab until the Supplier accepts or proposes a change. If the Supplier accepts your proposed change, this order line will come back to your Updates tab for you to Approve before updating your ERP. Coming Soon: When suppliers accept a buyer's proposed changes the PO will not come back to the buyer's Updates Tab. The buyer will simply receive an email notification (as part of their daily digest) and the ERP will be updated. This will be an option that the Buyer Admin can set up as part of the company settings.
Hold takes no action on the order line. This toggle will allow you to take action on other selected lines while skipping this order line. This action simply "holds" the order line as is. This line will stay in your Updates tab.
Reject will notify your Supplier that their proposed change has been rejected with the reason you provided. The line will move into your Awaiting Response tab until your Supplier provides you with a new proposed change. Remember, you must provide a reason in the Reason field for your rejection and be as detailed as possible so your Supplier will know how to respond.
Coming Soon: Cancel sends a cancel notification to the supplier to review. This action will update the order status to propose cancel and move the order line to your Awaiting Response tab. Order lines can be cancelled at any point until an Advanced Shipment Notice (ASN) is created (partial or full shipments). Remember if the Supplier accepts your proposed cancelation, this order line will come back to your Updates tab for you to Approve before updating your ERP. Coming Soon: When suppliers accept a buyer's proposed cancelation the PO will not come back to the buyer's Updates Tab. The buyer will simply receive an email notification (as part of their daily digest) and the ERP will be updated. This will be an option that the Buyer Admin can set up as part of the company settings.
Coming Soon: Unavailable Actions - not every button will be available on every order. Click on the Unavailable Actions to learn why.
Once you've reviewed Supplier proposed changes and made decisions to either Accept, Reject, Hold, or Propose Changes, be sure to scroll all the way to the bottom and on the righthand side, click Cancel or Confirm to submit these decisions.
Keep Learning
Review How to Send Messages to Suppliers
See How to Share Documents with SourceDocs
Coming Soon - Learn How to Undo Changes on PO Lines