Purchase order confirmation workspace
The Purchase order confirmation workspace lets you respond to the purchase orders that have been sent to you for review. It also lets you view information about purchase orders that are awaiting action from the customer and those that have been confirmed but are still open.
The Purchase order confirmation workspace contains three lists:
Purchase orders for review - This list shows purchase orders that have been sent to you and are awaiting a response from you. After you respond, the PO disappears from the list. If the customer sends you a new version of the purchase order before you've responded to the previous version, only the latest version is shown.
Awaiting customer action - This list shows all the purchase orders that you've responded to but that the customer hasn't yet confirmed. If you accept a purchase order, you can monitor it in this list until the status is changed to Confirmed. If you reject a purchase order or accept it with changes, you can monitor it here until the customer sends a new version.
Open confirmed purchase orders - This list shows all the purchase orders for your account that have a status of Confirmed. When products or services are fully received against the purchase order, the purchase order disappears from the list.
You can use the following pages to work with purchase orders:
- Purchase orders for review - This page contains the same information as the Purchase orders for review list in the workspace.
- Purchase order vendor confirmation history - This page contains all POs and all versions of POs that have been sent to the vendor. It also contains all the responses that have been returned from the vendor.
- Open confirmed purchase orders - This page contains the same information as the Open confirmed purchase orders list in the workspace.
- All confirmed purchase orders - This page contains all the POs that have been confirmed. The POs on this page include POs where products or services have been received. You can use this list to monitor POs that you can send invoices for.
Responding to purchase orders
The purchase orders that the customer sends you to review appear in the Purchase order confirmation workspace and on the Purchase orders for review page. After you open a purchase order, you can accept it, reject it, or accept it with changes. There might be attachments on the purchase order header or on individual lines. Additionally, you can attach information to your response on the PO header or individual lines.
For example, you might suggest a substitute item for one of the lines.
You can preview and print the purchase order as a PDF file by using the Preview/Print option. You can also use the Display dimensions action to hide or show the following dimension columns: Site, Warehouse, Color, Size, Style, and Configuration.
If you use the Accept with changes option, you can accept or reject individual lines. You can also make the following changes to lines:
- Change dates or quantities - To update the confirmed delivery date on all lines, use the Update delivery date option on the PO header.
- Split lines for different delivery dates or quantities.
- Substitute an item - In the Line details section, enter an item description and the item number in the External field.
You can't change pricing information or charges, but you can use notes to make suggestions for these changes.
If the customer sends you a new version of a purchase order, it will have a version suffix to indicate that it's a modified version of a purchase order that was previously sent. The Purchase order vendor confirmation history page lets you track the history of each order.