Update to PO Notes Adding notes to PO lines is now a bit easier with access added to the Accept/Propose window. Buyers can add notes while taking action on POs and determine if these notes should be shared with the supplier on a note by note basis. Notes added in SourceDay will be visible in SourceDay to the buyer company only and can be made visible to the suppliers as needed. |
Clear and trackable communication is key to successful supplier-buyer collaboration. SourceDay makes this easy with two built-in tools:
Messages – Conversations between buyers and suppliers linked to a specific PO line
PO Notes – General notes that provide context, instructions, or updates about the PO line (added only by the buyer team)
Both are stored directly within the PO line history, so you don’t have to rely on scattered emails or phone calls. This guide explains how to view, send, and manage messages and how to view and add PO Notes right from the SourceDay dashboard.
Important note on Messages & PO Notes
Messages and PO Notes added in SourceDay do not sync into your ERP.
What's the difference between Messages & PO Notes
| Tool | Who Can See It | Purpose |
|---|---|---|
| Messages | Buyer and supplier | Real-time conversation tied to a specific PO line between buyer & supplier. |
| PO Notes | Buyer and possibly the supplier | Additional details or instructions on the PO from the buyer only. Update: PO notes added in SourceDay are now private to the buyer company only by default and can be made visible to the supplier, when needed. |
How to view Messages & PO Notes
You can view both messages and notes from the main PO dashboard using the peek panel & the PO table columns.
Any PO line with a new or unread message will appear in the recipients' Messages view (if a buyer sends a message, the PO line is added to the supplier's message view)
Once the message is read, a reply sent, or action taken on the line, the line will be removed from the messages view
1. The Peek Panel
Hover over a PO line and click the square icon on the far right of the table
A panel will open on the right showing the most recent messages and notes
Use the up/down arrows at the top to scroll through additional PO lines
Click “View All Messages” to open the full message window
Click on the "+" to add a message to your supplier
Click "Add note" or "+" to add a PO note
2. Directly from the PO Table
Add the Messages and Notes columns to your PO table using the Manage Columns feature
Click into either column to open the full view and add additional notes or messages
How to add PO notes
PO notes added in SourceDay are be private by default. Buyers can determine note by note to make visible to the supplier using the checkbox under the notes text box.
You add notes to PO lines in a variety of ways:
1. When proposing a change to the PO line
2. When reviewing notes through the peek panel
3. When reviewing notes through the Note column by clicking on "Add Note"
4. In bulk by selecting the POs lines and using the "Add Note" action from the drop down menu in the top right.
How to send a message
You can send a message to your buyer or supplier from:
1. The Peek Panel
Click the + icon next to the latest message
Or click View All Messages
Type your message and send as above
2. The PO Dashboard
Select one or more PO lines
Click Message from the action menu
Type your message
(Optional) Check the box to send the message to all selected lines
Click the green arrow icon to send
Message status & visibility
PO lines with new or unread messages appear in the recipients' Messages view
Once you read or respond, the PO line is removed from the messages view
A green check mark indicates that the message has been read or responded to
Use Mark Read or Mark All Lines Read in the message window to manage unread messages
Tips for success
Use messages for clarifications, updates, or shipping notices - anything that benefits from traceable communication
Always include a message when proposing changes for better buyer visibility
Review the Messages view often to stay ahead of pending communications