Record and review a supplier response
Retain the supplier reply, review quantity and date differences, and check that the approved commitment remains unchanged.
For supervisors
Sarah Hughes holds only Supervisor. The scenario supplies a completed original supplier-portal communication and a later reply from Calder Fixings. The supplier offers one hour on 23 October against the approved two-hour visit needed on 21 October. Record the reply and the follow-up decision without treating either as an order amendment.
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 and review a supplier response
- 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.
- Open supplier responses
Open supplier responses.
Record the reply against the sent revision that Calder Fixings answered.
- Select line 1 of revision 1
Select line 1 of revision 1.
The supplier answered the original two-hour calibration order. Select that exact sent line and revision.
- Record an acceptance with changes
Record an acceptance with changes.
Calder Fixings can offer only one hour on a later date. Choose Accepted with changes; do not label this as an unchanged acceptance.
- Enter the supplier quantity
Enter the supplier quantity.
Record the one hour that the supplier offered. This records their reply and does not reduce the approved two-hour order.
- Enter the supplier date
Enter the supplier date.
The supplier offered 23 October, after the date needed. The late date will need review.
- Keep the supplier reference
Keep the supplier reference.
Keep the reference from the supplier reply so someone can find the original communication.
- Record the offered change
Record the offered change.
Keep a concise account of the reply. This scenario supplies an invented supplier conversation; Purchasing does not contact the supplier.
- Save and read the exceptions
Save and read the exceptions.
Save the response. The quantity differs from the approved order and the date is after the need, so both differences remain visible for review.
- Review the current exception
Review the current exception.
Open the acknowledgement for the latest confirmation. Acknowledging records a supervisor review; it does not change the order.
- Record the follow-up decision
Record the follow-up decision.
Explain who will follow up and what still needs agreement. Keep the order unchanged until an amendment is reviewed.
- Save the supervisor review
Save the supervisor review.
Record the review while retaining the supplier response and its differences in history.
- Check the approved order
Check the approved order.
Return to the order. The supplier reply and the review have not changed the approved quantity.
- Confirm the two-hour commitment remains
Confirm the two-hour commitment remains.
Open the quantity explanation. The approved fulfilment is still two hours with no remaining request. Amend the order through its normal review if the commitment changes.
The reply and supervisor acknowledgement remain in history. Two hours are still on order. Follow up with the supplier and requester; use a reviewed amendment if the actual purchasing commitment needs to change. Recording a reply does not confirm that a service was completed.