A supplier response records what the supplier said about a sent order revision. It does not receive stock, change approved quantity or automatically resolve a purchase discrepancy.
Select the answered revision
Open Supplier responses from the order. Read the current approved revision and the latest confirmations. When recording a reply, choose the sent revision the supplier actually answered, not simply the newest draft visible in Purchasing.
Select the line and response type. For a non-rejected response, enter the confirmed quantity in the displayed order unit, the confirmed delivery date when known, supplier reference and a useful note. Use Record supplier response after checking the statement against the original reply.
Do not replace a missing date with an invented promise. Keep a rejected line distinct from a partial confirmation and preserve the exact reference that supports the entry.
Correct without erasing
To correct a confirmation, record a new response. The earlier response stays in Response history. Explain why the new statement supersedes the earlier understanding, particularly when the supplier answered an old revision or changed the expected date.
A newer response can expose an exception against the approved line. Inspect the mismatch rather than changing order or receipt quantities to match a reply without the normal authorisation.
Review exceptions
A supervisor can choose Acknowledge exception, enter Review note and Record acknowledgement. The form states that acknowledgement records review and does not change quantities.
If the supplier's answer requires a commercial change, prepare an amendment and obtain its approval. If the goods arrived, use the correct delivery or source-stock receipt path. If a communication was not actually made, resolve sending separately.
Work a realistic discrepancy
An approved 120-washer line is sent, and the supplier confirms 100 for Friday with 20 unavailable. Record that statement against the sent revision and investigate the exception. The approved commitment remains what the order authorises until the normal amendment or cancellation changes it. Physical receiving later records what arrives, perhaps 80 on Friday, independently of the supplier's earlier promise.
Hand over the reply reference, answered revision, line, quantity, date and review note. Viewers can inspect the record; operational recording and supervisor acknowledgement require their respective roles.