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.
- 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. In this email notification, there will be a link that will direct you to the Updates tab. Once the proposed change is accepted, SourceDay will update the purchase order in the Buyer's ERP within minutes. You can set the email delivery cadence for these updates under your Account Settings (read more about Account Settings here).
Pro Tip: 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.
How Do I Do It?
Pro Tip: To see this in Action using our step by step walk through click here.
From your 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 and choose Accept/Propose Changes from the Action Menu.
The new Accept/Propose Changes window will allow you to Accept or Reject changes from Suppliers and Propose Changes all from the same window. You can also select Hold to make a decision later.
In the Accept/Propose Changes window you have several options:
1. Bulk Update - You can Accept or Reject all proposed changes from Suppliers, Hold all selected lines in the Updates tab, or Propose to propose changes on all the selected lines.
Note: If you are using planned orders, you may Activate these orders in bulk by clicking Activate All.
By clicking on More Bulk Update Options, you can add a message that will be applied to all PO Lines selected for review or propose changes in bulk to the Quantity, Cost, or Date. Information entered under Bulk Update will be applied to all the lines select for review.
Pro Tip: For some users the bulk section will be collapsed, if you click the down arrow you will see the items that you can update across all orders. If you update a PO line after you have updated the bulk section, the value on the PO line will be the value saved.
2. Line by Line Updates - You can review & decision proposed changes line by line by scrolling down in the window or by clicking on any of the line summaries on the left side of the window to navigate to those line's proposed changes and actions.
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 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.
Reject will notify your Supplier that their proposed change has been rejected with the reason you have 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.
Hold will allow you to mark a PO line with the Hold status so you can make a decision later on that line while submitting decisions for the other selected lines. When you click Submit, any orders marked with Hold will remain in your Updates tab until you make a decision.
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 Accept before updating your ERP.
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.