Open and respond to a purchase order

Use the Supplier Portal to review a buyer's purchase order, accept its terms or explain why you cannot fulfil it. This guide is for supplier contacts. You work from the order link shared by the buyer; you do not need to open Shopify admin or have a Shopify account.

Open the order

1. Open the purchase order link in the buyer's email or message. Keep the complete link so you can return to this order later.
2. Check the purchase order number and Merchant name at the top. In this portal, the merchant is your buyer.
3. Review Ship to, Order Date, Requested Delivery when shown, and Currency. If the destination is missing or differs from your instructions, contact the buyer before dispatching goods.
4. Review every product row, including its SKU, Qty, unit, Unit Cost, Line Total and Requested Date. On a narrow screen, scroll within the table to see the remaining columns.
5. Read Order Adjustments, the total, Version History and Order Conversation. Expand a version to inspect the available changes and comments.

Use Language in the page header to choose English, Spanish, French or German. The portal uses a saved choice, a language supplied with the link, or a supported browser preference, with English as the fallback. Some workflow text may remain in English. Changing language does not change the order's currency or quantities.

Check quantities and prices together

Use the unit printed beside the quantity. A supplier SKU identifies the purchased item; it does not tell you whether the quantity is each, cases or another unit.

For example, Northwind Packaging supplies Kraft mailer, supplier SKU MAILER-KR6. The order is for 72 each at USD 1 each, costing USD 72 before additional charges. The goods are physically packed as 3 cases of 24 each. If the portal row displays 72 EA with a unit cost of USD 1, respond in each. Do not enter 3 in that row to mean 3 cases. If the unit or conversion is unclear, ask the buyer to confirm it before accepting.

Download a copy

Select Export, then choose the format that fits your task:

Exports describe the order version available when generated. A downloaded file does not update itself when the buyer revises the order. Return to the portal before responding or shipping. Editing an exported workbook or CSV does not submit changes to the buyer; use the response form instead.

If a download fails, retry the download and check the browser's download list. Do not treat a failed or incomplete file as confirmation of order details.

Accept the order unchanged

You can respond when the order shows Awaiting Response and the response controls are available.

1. Review the current terms and leave the order fields unchanged.
2. Add a Comment if you need to accompany your acceptance with a note. A comment alone does not amend the order terms.
3. Select Accept As-Is. On a phone, select Respond at the bottom to open the action panel first.
4. Wait for the page to refresh, then check that the status is Committed and shipment controls are available.

Acceptance records your agreement to the current version. It does not record a shipment, invoice, payment or stock receipt. When goods are ready to leave, continue with Record shipments and send delivery information.

If the main button reads Submit with Changes, an order field or adjustment differs from the displayed starting values. Review those differences using Propose changes and communicate with the buyer.

Reject the order

1. Enter a reason in Comment, such as an unavailable item or a delivery date you cannot meet.
2. Select Reject.
3. Check Version History or Order Conversation for the recorded response, and contact the buyer if further clarification is needed.

A rejection returns the order to the buyer for follow-up; it does not mean you dispatched goods or cancelled every obligation associated with the purchase order. The response controls may disappear until the buyer sends another version. A proposed alternative quantity, date or item is usually better communicated through Submit with Changes.

If the page or response is uncertain

If the link is invalid or the order cannot be found, ask the buyer to resend the order link and include the purchase order number. If the page says the order has not yet been sent for review, the buyer must send it before you can respond.

When a newer-version warning appears, select Reload, review the new terms and decide again. If submission times out, reopen the order and inspect the status and history before sending the same response again. Missing history or a loading error is not proof that your first response failed.

Use Order Conversation for order questions when the page is available. For access or loading problems, contact the buyer through your usual channel with the order number, time of the attempt and the message displayed.

Next: Propose changes, record shipments, or submit invoices and respond to disputes.