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Review supplier acknowledgements and proposed changes

Review the supplier's response against the order you sent, then accept the proposed terms or send a revision. A proposed change is a decision for the buyer; it is not automatically an agreed change to the purchase order.

This guide starts after you have sent a saved purchase order. If you are the supplier responding to a buyer, use the Supplier Portal changes guide.

Find the response

Open the PO from Purchase orders. A response requiring your decision appears in Supplier proposed changes — Review & Decide. The card summarizes changed quantities and costs, the original and proposed merchandise totals, the difference, and the supplier's comment when supplied.

An acceptance without changes appears in the collaboration history. A proposal with changes needs review. A rejection should be read with its explanation before you decide whether to revise or stop the order.

Open Collaboration to inspect the version history. Entries identify the version, author, time and action, such as Accepted, Accepted with Changes or Counter-Revised. Use Show details or View full diff to see more. This history is useful when several people have discussed the order.

Review the full proposal

  1. Select View full diff from the review card or relevant version.
  2. Compare the affected products, quantities, units, unit costs and expected dates with your original request.
  3. Read any substitute SKU, availability note or line note. Check that a proposed substitute meets your requirements; a supplier SKU alone does not establish that it is interchangeable with your material.
  4. Review adjustments and the financial impact as well as merchandise lines. A small unit-price difference may affect the total across a large quantity.
  5. Read the supplier's comment and decide whether the proposal is acceptable as a whole or needs a counter-revision.

Amounts in this negotiation belong to the PO currency. An Acceptance estimate, when shown, is a stored estimate from acceptance time rather than a current exchange rate or the supplier's invoice amount.

Accept the proposed changes

Choose Accept changes when the displayed proposal is the agreement you want to proceed with. After the action completes, check the updated PO lines and latest collaboration entry.

For example, Northwind Packaging may propose supplying 48 each of MAILER-KR6 instead of the requested 72 each, with a later date for a separate future purchase. Accepting a proposal for 48 each means agreeing to that proposed order quantity. It should not be treated as recording a partial delivery of an unchanged 72-each order. If the original order should remain 72 each with two shipments, clarify that with the supplier before accepting a quantity reduction.

Acceptance does not post inventory or approve a future invoice. Continue to track shipment and receipt information separately.

Send a counter-revision

If the PO contains order-level charges or deductions, contact Support before using Counter-revise or Reject. The current revision workspace does not retain those adjustments. Do not confirm a revision that omits agreed charges or credits.

  1. Choose Counter-revise in the review card.
  2. Work through the changed lines in the revision workspace. Compare the original, supplier-proposed and your revision values.
  3. Edit the available quantity and unit-cost fields to match your intended response. Review substitutes and line notes before keeping a proposed substitution.
  4. Enter Comment to supplier with the reason for your revision and any point needing clarification.
  5. Select Submit revision.
  6. Review Confirm counter-revision, including your modifications and the three totals. Choose Go back if anything is wrong, or Confirm & send to send the revision.
  7. Check the latest version and wait for the supplier's response to that version.

The confirmation is the send step. Merely opening the workspace or reviewing a line does not send your decision.

Reject a proposal

Use Reject on the review card when you do not accept the supplier's proposed changes. It opens the revision workspace in rejection mode so you can review the response you will send. Check all line values and your comment, then use Submit revision and Confirm & send if that response is correct.

The order-level charges and deductions limitation described above also applies to this rejection workspace.

Rejecting a proposal is not the same task as cancelling the purchase order. If the purchase itself should stop, review cancellation and closing and coordinate with the supplier.

Keep the conversation in the right place

Use Timeline → Add a comment for order discussions. Check Visibility before selecting Comment: Internal note is for your team; Visible to supplier shares the comment with the supplier. Review the helper text and choose deliberately, because a shared comment can contain commercial details.

A comment explains the conversation but does not itself accept changed quantities, prices or dates. Use the review actions to record the actual decision.

When the proposal changes during review

Zapstra Inventory Management can refuse an acceptance or counter-revision when the version you reviewed is no longer current. Refresh the PO, open the latest diff and review it before trying again. Do not assume the same quantities or totals still apply.

If a submission times out, inspect the latest version and timeline before resubmitting. A response may have been recorded even though your browser did not receive confirmation. If you need to add a new product after acknowledgement, create a separate PO; the acknowledged-order workflow does not support adding a new line.