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Confirming purcase orders wtih vendors

  • 20 January 2022
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Userlevel 4
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It’s important for a number of clients to get confirming of price and delivery from the vendor and not allow receipt of goods with confirming the PO.  Manually you could keep the PO on hold or add something to the workflow.  Does anyone know of a way to “force” the vendor to confirm the PO perhaps some integration to DocuSign or Adobe sign that could communicate back the customer that the vendor has received and confirmed the PO.  The vendor of course could offer a different price and/or delivery,

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Best answer by mvolshteyn 24 January 2022, 13:54

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6 replies

Userlevel 7
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Hi @dgodsill97 

You can use the PO Approval process. One can process the PO only after its approved in this case. 

Hope this helps,

Regards,

Userlevel 4
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That relies on users.  The ideal solution would require the supplier to confirm the PO and that action update the PO to how that the supplier confirmed.  Something like confirming a recipient read an email and replied.  Or something like DocuSign.  We will look at Source Day.

Userlevel 5
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@dgodsill97 , the fast, rather than ideal solution will be to employ the existing ‘Print Order’ and ‘Email Order’ actions.

If the ‘Print Order’ is not a required part of the workflow, you can rename this action to the ‘Email Confirmation Received’ and set this check box to true upon some ‘Upload Email Confirmation; custom action (instead of the Print Order). You also need to check the current order of the  ‘Print Order’ and ‘Email Order’ actions and swap them if necessary. Also, you can rename the ‘Print Orders’ check box in the vendor profile (or just hide it and make the corresponding DAC field a mirror of the ‘Send Orders by Email’)

I understand this might look a fast-made solution, but it employs the ootb setup and workflow as much as possible and  allows to achieve these requirements with quite moderate efforts 

Userlevel 1
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If the Attributes field was included, we would be able to add a field:  PO Confirmation received.  Then we would be able to add it to PO home screen or inquiry and be able to make a work list for PO’s that have not been confirmed.

Userlevel 5
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If you have EDI, the Purchase Order Acknowledgement looks like it may accomplish what you’re looking for.  There are ISV solutions on marketplace that support this transaction set.  Here is a link to SPS, one of the ISV solutions that explains the PO Acknowledgement:

https://www.spscommerce.com/au/edi-guide/purchase-order-acknowledgment-edifact-document-ordrsp-ansi-x12-855/

Userlevel 1
Badge

If you have EDI, the Purchase Order Acknowledgement looks like it may accomplish what you’re looking for.  There are ISV solutions on marketplace that support this transaction set.  Here is a link to SPS, one of the ISV solutions that explains the PO Acknowledgement:

https://www.spscommerce.com/au/edi-guide/purchase-order-acknowledgment-edifact-document-ordrsp-ansi-x12-855/

We only use EDI on the Sales order side (not integrated yet)

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