After the Buyer submits their PO, a copy is made for the Supplier and is found on this tab.
Note: Many features require security rights. If a tab or button is not visible to you, your position does not have security access.
Accept PO
Once the buyer’s PO has been reviewed using the View/Print PO button, the next step is for the supplier to accept the PO. Once you click the Accept PO button, the PO status changes to Accepted by Supplier and the buyer is notified via email. After acceptance, the supplier ships the goods by the requested delivery date.
Buyer Contact
Allows the user to view basic information about the buyer associated with the document such as email address or phone number.
Create CO
Allows the supplier to create a Change Order from the buyer’s PO.
Edit CO
Allows the supplier to edit the Change Order generated from Create CO in preparation of sending the proposed changes to the buyer for approval and acceptance.
History
Allows the supplier to track changes made to selected fields in the document.
Recall Response
Allows the supplier to respond to a buyer’s email request to recall a PO. If the supplier accepts the PO recall, the PO is marked as Recalled. An email is sent to the buyer and the PO status is changed to Recalled. If the supplier rejects the PO recall, then nothing changes (the goods are already being shipped, for example), a rejection email is sent to buyer and the PO status remains Accepted by Supplier.
Reject PO
Allows the supplier to reject a buyer’s PO. This effectively stops the PO. The buyer is notified that the supplier has rejected the PO and the PO status is changed to Rejected by Supplier.
Send Message
Allows the supplier to send an email to the buyer regarding a specific PO.
Submit CO
Allows the supplier to submit the Change Order back to the buyer. The supplier then waits for the buyer’s response: Rejected by Buyer or Accepted - Confirmation Pending.
Transfer
Allows the supplier to give ownership of the PO to another person in the supplier’s company.
Undo CO
Allows the supplier to change their mind after a Change Order request has been started and cancel the Change Order process. He can then accept or reject the original PO.
View / Print PO
Allows the supplier to view and print the PO.
The Change Order feature allows the supplier to initiate a change of the buyer’s PO as long as the status is Supplier Response Pending. The supplier may want to change something on the PO like the quantity to provide a price break or use a substitute item, or change the freight.
Buyer sends a PO to the on-line buyer. (This feature is not available to off-line suppliers.)
The supplier receives the PO, but needs to make a change. He clicks on Create CO. A new supplier’s copy of the PO is created with a status of New CO.
The tab refreshes and the supplier’s filter changes to the CO Awaiting Submission to Buyer.
The supplier clicks on Edit CO and the Supplier Change Order Screen is opened. (If the supplier changes his mind, he can revert back to the buyer’s original PO when he clicks on Undo CO.)
The supplier makes the necessary changes and saves the CO. Supplier clicks on Submit CO to send the Change Order to the buyer. The PO number is amended with a –C001 to the end of it and the status changes to Buyer Response Pending.
The buyer reviews the proposed changes and makes a decision whether to accept or reject the CO by clicking on Accept CO or Reject CO.
If the CO is accepted, the changed PO becomes the active version and the PO status changes to Accepted - Confirmation Pending. The supplier will then need to Accept or Reject the PO. Another Change order can also be made and submitted to the buyer.
Supplier views the PO and decides there needs to be a change. Click on Create CO.
The system automatically changes to the CO Awaiting Submission to Buyer filter. A supplier Change Order is created with the status of New CO and the text color changes to blue.
Supplier clicks on Edit CO to open the Supplier Change Order Screen to make the necessary edits. If the Create CO was clicked in error or the supplier changes his mind and wants to cancel the CO process, click Undo CO. The original version of the PO will be the active PO.
Change any information available on the Change order tab.
Change any information available on the Billing tab.
Change any information available on the Shipping tab.
Change the Quantity and/or UOM directly in the grid or click Edit to make further changes.
Click on Copy as New Row to add a new item to the CO. Once the item is copied, click on Add Products to change the item to the new item.
Click on New Products to select a new item. Enter a search text to find the new item. Only the suppliers own items are available for selection. When the item is found, click Select to add the item to the CO.
Change the UOM or Quantity and click OK to replace the newly selected item with the existing one.
Click Save to make further changes at a later time or Submit CO to submit the CO request to the Buyer. The Submit CO button here and on the front page performs the same function. An email notification is sent to the buyer alerting him that a Change Order Request has arrived.
Supplier waits for the Buyer’s acceptance or rejection. The PO as been appended with –C001 and the status has changed to Buyer response pending. It can be found under the CO Awaiting Response filter.
When the buyer accepts the CO, the active PO is again found in the POs needing response and the status is changed to Accepted – Confirmation Pending. The supplier then proceeds as normal. He can either click Accept PO or Reject PO.
It is understood that there are times when a buyer wishes to recall an order due to unforeseen circumstances. Examples may be that an event was cancelled or the anticipated number of attendees has significantly increased or decreased, or the buyer simply wants to cancel the order due to product / spec change requirements. The PO Recall feature allows a buyer to recall an order under certain conditions.
Allows a user to recall a PO from a supplier.
The supplier must accept the recall as part of the recall process if the PO is in a Viewed by Supplier or Accepted by Supplier status.
If a buyer wishes to recall a PO from a Supplier, he selects the PO on his PO tab and clicks the PO Recall button.
Supplier’s response depends on the status of the PO at the time of PO Recall.
If the PO status is Supplier Response Pending, the PO is automatically Recalled. No notification is sent.
If the PO has a status of Viewed by Supplier or Accepted by Supplier, then an email is sent to the Supplier’s email address and/or to their Birch Street Message Inbox (depending on the messaging option selected by the supplier), alerting them that the buyer wishes to recall the PO and asking them to respond to the request accordingly. The supplier is under no obligation to respond to this notification. The buyer can only request a recall once.
The Supplier selects the PO from their Supplier PO tab and clicks the Recall Response Button.
A pop-up window opens where the Supplier can accept or reject the recall.
If the supplier selects Allow PO Recall and clicks Submit, the status of the PO is changed to Recalled. An email is sent to the buyer.
If the supplier selects Reject PO Recall, the supplier must add a note in the notes field and click Submit. An email is sent to the PO Originator’s email address and/or to his Birch Street Message Inbox (depending on the messaging option selected by the buyer) and the note is included in the email and attached to the PO. The PO Status does not change and remains in the same status that the PO was in prior to the buyer attempting to recall the PO.
There may be the occasion that a supplier cannot fulfill a PO.
Click Reject PO.
A note is required. In the Notes window, enter a message indicating why the PO cannot be fulfilled.
Click Save to send the message to the buyer.
The buyer receives an email notification indicating the PO is rejected by supplier with the supplier’s message.
The supplier may need to communicate directly to the buyer regarding a specific document.
Click Send Message to open the Message box window.
The buyer will default from the PO’s creator.
Click the Attach this message as a note checkbox if desired.
Enter the email Subject and Message body.
Click Send. The email will be sent including the PO Number, the supplier name, and a note will be attached to the document if selected.
The person who is the default order processing contact receives the PO but may want to assign it to another user within his company and thereby transfer the ownership of the PO.
Select the PO and click Transfer.
From the Person ID window, click Select to transfer the PO to the new owner.
