Buyers can use the Accept/Propose Change action to respond to suppliers' proposals and to initiate a change on a PO. Note this action is not available on pending order lines - remember pending lines are awaiting the supplier to review.
This article will review (click to jump to that section):
How to open the Accept/Propose Change Modal
Available options with Accept/Propose Change
Where PO lines will display in SourceDay
How do I Accept/Propose Changes?
When you are ready to make decisions on supplier proposed changes or you'd like to propose changes to open order lines, you'll select the order line(s) using the open boxes next to the line and choose Accept/Propose from the quick action buttons in the top right.
If you are still using the previous dashboard the action menu will fly out once the order line is selected. Remember this dashboard will soon be discontinued.
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You can also open the Accept/Propose window on a single line by clicking on the red risk identified in the risks column. |
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Additionally, you can view risks and open the Accept/Propose window when review notes and messages in the peek panel. |
Taking action in the Accept/Propose window
The Accept/Propose modal 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.
Action options
Buyers can use the Accept/Propose Changes Action to accomplish the following in bulk or line by line:
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Accept supplier propose changes
- When accepting you can also activate planned orders and update promise dates by click the boxes under accept
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Approve supplier accepted buyer proposed changes to update SourceDay and your ERP
- Learn more about Auto Push Buyers Proposals when Supplier Accepts API Settings.
- When accepting you can also activate planned orders and update promise dates
- Reject supplier proposed changes
- Propose changes on the PO line
- Propose to cancel the PO line
- Skip for now and take no action on the PO line
- Undo Changes
At the line level you can review the current values on the PO (these are exactly as listed in the order details and in your ERP). The Supplier Proposed 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 can type in any changes to send to the supplier for review.
Accept
Accept (or Approve) will update the PO in SourceDay and your ERP instantly. 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
Propose will allow you to propose changes to the Quantity, Cost, or Date fields. If the Supplier accepts your proposed change, this order line will come back to the buyer for you to Approve before updating your ERP. This will be an option that the Buyer Admin can set up as part of the company settings. Learn more about Auto Push Buyers Proposals when Supplier Accepts API Settings.
Skip for now
Skip for now 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.
Reject
Reject will notify your Supplier that their proposed change has been rejected with the reason you provided. 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.
Cancel
Cancel sends a cancel proposal to the supplier to review. 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.
Undo Changes
Undo Changes allows users to recall their proposed changes easily. Undo Changes will on be available only on lines with an active buyer change proposal under review. Once the proposed changes have been acted by the supplier this option is no longer available.
Once submitted, the PO History will be updated to note "Buyer Removed Proposal" or "Supplier removed date, quantity proposal."
When Undo Changes is submitted by Suppliers - The PO Values listed on the Dashboard for Qty Propose, Cost Proposed, & Vendor Commit will be set back to the current PO Values.
When Undo Changes is submitted by Buyers - The PO Values listed on the Dashboard for Buyer Requested Qty, Buyer Requested Costs, & Buyer Requested Date will be reverted to the current PO Values.
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.
Bulk Actions
Actions can be taken individually per line or in bulk using the buttons under Bulk Update at the top of the window. Anything selected under Bulk Update will be applied to all the selected lines if applicable. If a selected action cannot be applied to an order line an alert will be placed on the order line and the action for that line will move to Skip for now until you make an alternative selection.
How POs display in SourceDay
Buyer Admins can choose how SourceDay handles buyer proposed changes. This is only impacts PO Lines that a buyer uses the Accept/Propose Change action with SourceDay to propose a change. The supplier is notified, reviews the lines, and if they accept then one of two things can happen:
- The PO Line can return to the buyer's Supplier proposed changes view under Needs Attention to review and accept before writing the changes back to the ERP
- SourceDay can auto-push those changes to the PO Line within the ERP
This account setting is located on the API Settings for Admins only. Learn more about Auto Push Buyers Proposals when Supplier Accepts API Settings.
Note: if you make change within your ERP, the supplier is notified and asked to confirm these changes or propose new values for you to review.
- The buyer listed on the PO will receive an email notification when a supplier creates a proposal.
- Proposed changes will appear highlighted in red under the Vendor Commit (due date or ship date), Qty Prop, and Cost Prop columns.
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. You can set the email delivery cadence for these updates under your Account Settings (read more about Account Settings here).
Keep Learning
Setting up your dashboard & account
Understanding the PO Dashboard tabs
How to accept and propose changes <-- You are here.
Collaborate with suppliers via messages