Record a supplier communication and resend
Keep the communication evidence against the exact approved order, including a deliberate repeat.
For supervisors
Sarah Hughes holds only Supervisor and has a recent security check. HP-PO-01001 already approves two hours of machine calibration. The scenario supplies a completed supplier-portal communication and a later request for another copy. The lesson records those facts; it does not contact a supplier.
Read these instructions on any device. Watch or practise a chapter on a desktop or laptop, with a desktop or mobile application layout. Demonstrations use sample data and simulated scanners.
Record a supplier communication and resend
- Open the approved orders
Open the approved orders.
Sarah uses her Supervisor role to record a supplier communication. A recent security check is required.
- Check the approved calibration order
Check the approved calibration order.
Open HP-PO-01001 and check the approved revision. It authorises two hours of machine calibration. Downloading or printing its document does not record a send.
- Record a communication already made
Record a communication already made.
In this scenario Sarah has entered the approved order in Calder Fixings' supplier portal and retained its acknowledgement. Record that completed communication here; this button does not contact the supplier.
- Choose the supplier portal
Choose the supplier portal.
Choose the method actually used to communicate the approved revision.
- Keep the destination and reference
Keep the destination and reference.
Retain the supplier portal and acknowledgement reference so another person can check the communication.
- Record the communication time
Record the communication time.
Enter the local equivalent of 14 October at 10:00 UTC for this lesson. Help displays and types the value in your browser time zone. In your work, record when the communication actually happened.
- Keep the communication evidence
Keep the communication evidence.
Keep a short description of the acknowledgement with the send record. A communication record does not prove supplier acceptance of the order terms.
- Save the send record
Save the send record.
Record the completed communication against revision 1. The approved quantity and order identity stay the same.
- Record a deliberate resend
Record a deliberate resend.
The supplier has asked Sarah for the same approved document again. After making that communication, record a resend against the same order. Never use this to guess the result of an uncertain automatic send.
- Record the resend time
Record the resend time.
Enter the local equivalent of 14 October at 10:00 UTC. This lesson retains the same fixed communication instant. In your work, record the actual resend time in your browser time zone.
- Explain the resend
Explain the resend.
Keep the supplier's request for another copy with the repeat communication. Resending never creates a second order.
- Describe the repeated communication
Describe the repeated communication.
The same approved revision was communicated again. Keep that distinction clear in the record.
- Save the resend record
Save the resend record.
The send history now contains the original communication and its deliberate resend. Outstanding work is still two hours; no new commitment or receipt is created.
A send record is evidence of communication, not delivery or supplier acceptance. A resend keeps the same order and approved document. If an automatic result is unknown, check the mailbox before recording a confirmed communication or deliberately resending.