Propose changes and communicate with the buyer

Use the Supplier Portal response form to propose different quantities, prices, requested dates, substitutes or order adjustments. The buyer reviews your proposal before the revised terms become committed.

You need the purchase order link shared by the buyer. Open it directly in your browser; the steps below do not require access to the buyer's Shopify admin. If this is your first visit, read Open and respond to a purchase order.

Decide between a proposal and a comment

Change the response fields when you want the order terms to change. Use Order Conversation for questions, explanations and progress updates. A comment such as “we can supply 48 each” does not change the committed quantity by itself.

The editable response is available while the order is Awaiting Response. After you submit changes, it becomes Under Review and the response fields are read-only while the buyer considers them. If the order is already Committed or shipping has begun, use Order Conversation to agree the next step with the buyer; do not record a shipment as a way to revise the order.

Prepare the revised terms

1. Open the order and review the latest Version History and buyer comments.
2. In each affected product row, edit Qty, Unit Cost or Requested Date. Use the unit shown beside Qty and the order's stated currency. On a phone or narrow window, scroll the table horizontally to reach every field.
3. Set Avail. to reflect whether the ordered item is available. Use the row's expand arrow to open Substitute SKU and Notes when you need to suggest an alternative or explain a line-specific limitation.
4. In Comment, explain the overall proposal, including any decision you need from the buyer.

A substitute SKU is a proposal for the buyer to assess. Include enough information in Notes to identify the alternative and explain differences such as size, packaging or specification. Do not assume typing a substitute SKU authorizes you to ship an interchangeable item or changes the buyer's item records automatically.

For example, an order from Northwind Packaging contains 72 each of Kraft mailer (MAILER-KR6) at USD 1 per each. If the buyer should reduce the order to 48 each, change Qty to 48 in the row marked EA and explain the reduction. The line total is then USD 48 before adjustments. If you can fulfil all 72 each in two dispatches, keep the agreed total quantity and discuss the schedule; later record 48 each followed by 24 each as separate shipments.

Add or revise order adjustments

Use Order Adjustments for a proposed order-level charge or deduction.

1. Select Add adjustment.
2. Choose Addition or Deduction.
3. Choose Value for a fixed amount in the order currency, or Percent for a percentage of the line subtotal.
4. Enter the amount as a positive value; the Addition or Deduction choice supplies its direction.
5. Enter a Description, such as handling or an agreed volume discount.
6. Check the resolved amount and the overall Total. Use the delete button to remove an adjustment you no longer intend to propose.

For example, a 10% deduction on a USD 72 line subtotal is USD 7.20, leaving USD 64.80 before any other adjustments. Each percentage adjustment uses the line subtotal, so do not assume several percentages compound in sequence. An adjustment proposal does not issue a payment or record an invoice credit.

Review and submit

1. Recheck every changed quantity, unit, date, price and adjustment.
2. Select Submit with Changes. On a phone, use Respond at the bottom to open the action panel.
3. In Review Changes Before Submitting, read the change list and your comment. Select Cancel to return to the form if anything is wrong.
4. Select Confirm & Submit when the proposal is correct.
5. Check that the page shows Under Review and your response is present in the history.

The buyer can accept the proposal or send a revised version back. Acceptance moves the order to Committed. A new proposal from the buyer returns it to Awaiting Response; review all of that version before responding. Do not treat a submitted proposal as permission to ship on the proposed terms while it remains under review.

Keep the conversation with the order

Scroll to Order Conversation, type a message and select Comment. Your buyer can see this conversation. Confirm the new comment appears before posting it again after an interrupted attempt.

To share a supporting document where uploads are offered, expand Document Uploads, choose Confirmation or Other under File Type, then browse or drop the file. Accepted formats are PDF, PNG, JPG, CSV and XLSX, up to 10 MB per file. Check that the attachment appears before relying on it. Uploading a document is separate from submitting a proposal. For an invoice, use the dedicated invoice guide.

Recover from an error

Correct the named fields when validation fails. If a newer version is reported, select Reload and compare the current terms with your intended proposal before submitting again. Keep a separate note of substantial unsent changes before refreshing; do not assume the form saves them automatically.

If a submission result is unclear, inspect the refreshed status, version and conversation first. If those records are unavailable or contradictory, ask the buyer to verify the response before you send a second proposal.