SourceDay gives you and your suppliers one place to communicate about purchase order (PO) changes and keep order details aligned.
Suppliers can confirm orders, propose changes, and respond to your updates. As the buyer, you'll use SourceDay to review supplier responses, make decisions on proposed changes, and communicate changes back to your suppliers.
Start with POs that need your attention
When you log in to SourceDay, start with Needs Attention.
This is where you'll find PO lines that require a decision or follow-up from you.
For supplier collaboration, you'll spend most of your time reviewing:
- Supplier Proposed Changes – Your supplier has proposed a change that needs your decision.
- Risks – SourceDay has identified something on the order that may need your attention.
You may also receive an email notification when a supplier submits a proposal. 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).
Understand how you and your supplier work together
PO collaboration can start with either you or your supplier.
Your supplier proposes a change
A supplier may tell you they can't meet the current quantity, cost, or delivery date by proposing new values in SourceDay.
You'll review their proposal and decide what happens next.
You need to change an order
You can propose a change to an open PO directly from SourceDay.
Your supplier is notified and can accept your proposal or respond with different values.
If you make the change directly in your ERP instead, SourceDay notifies the supplier and asks them to confirm the updated PO or propose different values.
Either way, SourceDay keeps the conversation connected to the PO.
Review a supplier proposal
When a supplier proposes a change:
- Go to Needs Attention
- Select one or more PO lines by clicking on the open boxes
- Click Accept/Propose.
- Review the current PO values and the supplier's proposed values.
- Choose how you want to respond.
- Click Confirm to submit your decisions.
You can also open Accept/Propose from a risk on an individual PO line or while reviewing risks, notes, and messages in the peek panel.
Choose how to respond
The Accept/Propose window brings together the information you need to make a decision.
For each PO line, you can compare:
- Current PO values – What's currently listed for cost, qtyon the PO and in your ERP
- Active proposals – The supplier's latest proposal or confirmation
- ERP update values – Changes you've proposed that are still awaiting supplier acceptance
- Your proposals – New values you want to send to the supplier
You can also review the full PO, order history, attachments, and recent messages without leaving the workflow.
Then choose the appropriate action:
Accept or approve
Click Accept or Approve when you agree with the supplier's proposed change.
Accepting the proposal updates the PO in SourceDay and your ERP.
When accepting a supplier date change, you may also have the option to Overwrite Promise Date. Only select this when you want the accepted date to replace the existing promise date.
Propose a different change
You don't have to accept the supplier's proposal.
Select Propose to send different:
- Quantity
- Cost
- Due date or ship date
The supplier will be notified and asked to review your proposal.
Reject the supplier's proposal
Select Reject when you cannot accept the supplier's proposed change.
You'll need to provide a reason. Give the supplier enough information to understand why you're rejecting the proposal and what you need from them next.
Propose a cancellation
Select Cancel to ask the supplier to cancel the PO line.
The supplier must review and respond to the cancellation proposal before the order is updated.
With any action you can add an internal note and opt to share with supplier.
Skip for now
Select Skip for now when you're reviewing several lines but aren't ready to make a decision on a particular line.
Nothing changes on that line, and you can return to it later.
Make a change before your supplier does
Collaboration doesn't have to start with a supplier proposal.
If you need to change an open PO line:
- Find and select the PO line.
- Click Accept/Propose.
- Select Propose.
- Enter the new quantity, cost, and/or date.
- Add a message to give your supplier context.
- Click Confirm.
Your supplier is notified and can review your proposed change.
If the supplier accepts your proposal, what happens next depends on your company's SourceDay settings. The change may return to you for final approval or be automatically written back to your ERP.
What happens when you change a PO in your ERP?
You can continue making PO changes in your ERP.
When SourceDay receives an updated PO from your ERP, the supplier is notified of the change and asked to respond.
The supplier can:
- Confirm the new PO terms, or
- Propose different values for you to review.
This means you don't have to start every change in SourceDay to collaborate with your supplier.
Work with multiple PO lines
You don't have to process supplier responses one at a time.
Select multiple PO lines and open Accept/Propose, then use Bulk Update to apply the same action across applicable lines.
For example, you can accept several supplier proposals at once or propose the same update across multiple lines.
If an action can't be applied to one of the selected lines, SourceDay identifies that line so you can choose a different response.
Keep the conversation with the PO
When you propose or reject a change, use the message or reason field to tell your supplier what you need.
Keeping communication in SourceDay gives both you and your supplier context around:
- What changed
- Who proposed the change
- Why a change was accepted or rejected
- What action needs to happen next
You can review previous activity from the PO history, notes, and messages as you work.
What happens next?
PO collaboration is a back-and-forth process.
Supplier proposes → You review → Accept, reject, or counter
You propose → Supplier reviews → Accepts or counters → Buyer review → Update ERP
You change the ERP PO → Supplier reviews → Confirms or proposes a change
When another decision is needed from you, the PO returns to Needs Attention.
This allows you to focus on the orders that require action instead of searching through every open PO.
Need to keep track of PO changes you've sent your supplier? All POs with buyer initiated changes will be viewable in your Awaiting Response view.
Ready to start?
Go to Needs Attention and review Supplier Proposed Changes.
Select a PO line, open Accept/Propose, and review what your supplier is asking to change.
From there, you can accept their proposal, send a different proposal, reject it, or continue the conversation until you and your supplier are aligned.