SourceDay can easily be configured to suit your business needs. One common configuration is the use of Planner and Buyer roles. Traditionally this means:
- Planners can update (approve & propose change) quantity and date
- Buyers can update (approve & propose change) costs
When a supplier proposes an update that affects Buyers and Planners, the PO Line will be listed in the buyer company's update tab for all buyers until all changes in the proposal are reviewed.
For example:
Supplier Company proposed an update for the quantity and the cost.
- The PO Line is in the Update tab for all users at the buyer company
- The Buyer reviews the cost and takes action(either accept, reject, propose changes)
- The Planner reviews the cost and takes action(either accept, reject, propose changes)
- Once both Buyer & Planner have taken action on the line then the line will move from the Updates Tab
- Proposed changes that are accepted are updated in the ERP & the line stays in the All Open tab
- Propose changes that are rejected or if counter values are proposed then the line moves to the buyer companies Awaiting Response tab and the supplier will receive an email and find the line in their Updates tab.
How to see only your actionable updates:
When setting up your buyer company account it can be helpful to understand how to filter the POs on your dashboard to just the ones you need to action. Companies with Buyers and Planners often make heavy use of the the Planner & Update Types filters.
Planner filter
Many clients with this set up use the The Planner filter. This filter will display POs that are listed with the selected Planner within the ERP. Note this filter will filter all tabs.
Update Types filter
Alternatively, clients often use the Update Types filter. This filter will only display the PO lines with an active update. Note this filter will filter all tabs.
Update types are as follows:
- Supplier Propose Cost - will display POs with pending supplier proposed cost changes
- Supplier Proposed Date - will display POs with pending supplier proposed date changes
- Supplier Proposed Qty - will display POs with pending supplier proposed qty changes
- Supplier Proposed Cancel - will display POs with pending supplier proposed cancellations
- Buyer Proposed Cost - will display POs with pending buyer proposed cost changes
- Buyer Proposed Date - will display POs with pending buyer proposed date changes
- Buyer Proposed Qty - will display POs with pending buyer proposed qty changes
- Buyer Proposed Cancel - will display POs with pending buyer proposed cancellations
- Unread Messages for Buyer - will display POs with unread messages sent to the buyer
- Unread Messages for Supplier - will display POs with unread messages sent to the supplier
- Other Updates for Supplier
- Other Updates for Buyer
The "Other Updates" options include tab-based notifications, supplier acknowledgements, proposed splits, and ERP changes from the buyer.
Coming Soon
Two major enhancements are coming summer 2024 that will make finding and managing the specific POs you need easier - especially for buyers and planners.
Advanced filter: You can build robust filters of POs with multiple search criteria. This advanced filter incorporates the Buyer, Planner, Site, & Vendor filters into one comprehensive filter. Every filter is exportable and savable, allowing users to create and reuse specific filters. Planners can create specific filters for POs with quantity and date changes while buyers can create filters for cost changes.
Customizable PO views: You can save filters as customized views of your POs - tailored to your specific needs. We’ve moved the tabs to the left navigation and given you greater insight in to the lifecycle of your POs and POs that need attention. You’ll still have the views you are used to, like Pending or Shipped with the default views. For example, POs that would land in your updates tab will be organized into: risks, messages, and awaiting response. With the left-side navigation you can gain better risk management and insights with views that align perfectly with your specific workflow & permissions within SourceDay. Views that you create will be saved under My Views.
When a supplier proposes an update that affects Buyers and Planners, the PO Line will be listed in the Needs attention view for both buyer and planner until all changes in the proposal are reviewed and acted upon using the Accept/Propose Change action.
For example:
Supplier Company proposed an update for the quantity and the cost.
- The PO Line is under Needs attention for all users at the buyer company
- The Buyer reviews the cost and takes action(either accept, reject, propose changes)
- The Planner reviews the cost and takes action(either accept, reject, propose changes)
- Once both Buyer & Planner have taken action on the line then the line will move from Needs attention
- Proposed changes that are accepted are updated in the ERP & the line is under In Progress view
- Propose changes that are rejected or if counter values are proposed then the line moves to the buyer companies Awaiting Response view and the supplier will receive an email and find the line in their Needs attention view
Alternatively - buyers and planners can create a customized view specific to their action access in SourceDay.