Coming Soon!
Exciting changes to the PO Dashboard are coming soon - keep reading for sneak peek or click here to jump to that section.
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 those order lines using the open boxes next to the line and choose Accept/Propose Changes from the Action Menu.
If you are using our new dashboard the Accept/Propose Changes is easily accessible via the button on the top right side of the dashboard.
You can also open the Accept/Propose Changes window line by line to respond to supplier changes by click on the risk identified in the risks column.
Taking action in the Accept/Propose modal
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:
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Accept supplier propose changes
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- And activate planned orders and update promise dates
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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.
- Reject Supplier Proposed Changes
- Propose Changes on the PO Line
- Propose to Cancel an Order Line
- Undo Changes
Bulk Update
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 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 would enter in your current proposals.
Accept
Accept (or Approve) will update the PO in SourceDay and your ERP instantly. 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
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. 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.
Hold (Skip for now)
Hold (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. This line will stay in your Updates tab.
Reject
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.
Cancel
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.
Undo Changes
Undo Changes. Users can now undo their proposed changes easily with this button. This button will on be available on lines with an active change proposal under review. Once the proposed changes have been acted by the supplier this option is no longer available.
This action can be taken from multiple tabs, but remember PO Lines with an active proposal from you will be in your Awaiting Response Tab. If you are looking for a specific PO Line you can add that PO Number to the Advance Search.
Once submitted, the active proposals are removed and the PO Line will move out of your Awaiting Response Tab & the recipient's Update Tab. 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.
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 Update Tab 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).
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.
Elevated risk management: You can also take quick action utilizing our new SourceDay Intelligence. Hover or click on the Risk highlighted in the risk column. Here you can view a short summary, review the recommended action, and click to open that action window.
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