# Record and review a supplier response Retain the supplier reply, review quantity and date differences, and check that the approved commitment remains unchanged. Source: https://help.smartfact.ai/purchasing/guides/purchasing-record-supplier-response Audience: Supervisor 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. ## Record and review a supplier response 1. **Open the approved orders** Open the approved orders. Sarah uses her Supervisor role to record a supplier communication. A recent security check is required. 2. **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. 3. **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. 4. **Choose the supplier portal** Choose the supplier portal. Choose the method actually used to communicate the approved revision. 5. **Keep the destination and reference** Keep the destination and reference. Retain the supplier portal and acknowledgement reference so another person can check the communication. 6. **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. 7. **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. 8. **Save the send record** Save the send record. Record the completed communication against revision 1. The approved quantity and order identity stay the same. 9. **Open supplier responses** Open supplier responses. Record the reply against the sent revision that Calder Fixings answered. 10. **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. 11. **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. 12. **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. 13. **Enter the supplier date** Enter the supplier date. The supplier offered 23 October, after the date needed. The late date will need review. 14. **Keep the supplier reference** Keep the supplier reference. Keep the reference from the supplier reply so someone can find the original communication. 15. **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. 16. **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. 17. **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. 18. **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. 19. **Save the supervisor review** Save the supervisor review. Record the review while retaining the supplier response and its differences in history. 20. **Check the approved order** Check the approved order. Return to the order. The supplier reply and the review have not changed the approved quantity. 21. **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. [Watch or practise this chapter](https://help.smartfact.ai/purchasing/demo?guide=purchasing-record-supplier-response&chapter=record-supplier-response&audience=office) 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.