Order Responses

• Confirm the order if everything looks good
• Reject the order entirely if you cannot fulfill it
• Partially confirm the order if some items, quantities or dates needs to be adjusted

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Three Ways to Send Order Responses

Create Manually

Create Order Responses directly in the Procuros portal using the built-in form interface.Accessing Order ResponsesThere are two ways to create a new order response:

1

Via the Dashboard

1. Open the dashboard.
2. Navigate to the “Inbox” section.
3. Click on “Order Responses Pending.”
4. The overview displays the open orders, where a Order Response is outstanding.

2

Via Transactions

1. Open the “Transactions” section.
2. Use the “Document Type” filter.
3. Select “Orders”.
4. If you click on the individual orders, you can create a response in the top right-hand corner for those where a response is pending.

Confirming the Entire OrderIf you can fulfill everything as requested:

1. Click “Confirm Order” in the top-right corner of the order page.
2. Select “Confirm Entire Order”.
3. Review the order summary to ensure everything is accurate.
4. Click “Send Order Confirmation” to complete the process.

The confirmation will be sent to your trading partner, and the order will be marked as confirmed in the system.Rejecting the OrderIf you cannot fulfill the order at all:

1. Click “Reject” in the top-right corner of the order page.
2. Select a reason from the list. If your reason isn’t listed, choose “Other” and provide a brief explanation.
3. Confirm by clicking “Reject” again to send the rejection to your trading partner.

Once rejected, the order will be marked accordingly and no further action will be required.Partially Confirming an OrderIf you need to make changes to an Order, like changing items quantities or delivery date:

1. Click “Confirm Order” in the top-right corner of the order page.
2. Select “Partially Confirm Order”.
3. Apply the changes needed, check “Editing a Partial Order Confirmation” section for further details.
4. Click “Send”.
5. Review the order summary to ensure everything is accurate.
6. Click “Send Order Confirmation” to complete the process.

The partial confirmation will be sent to your trading partner, and the order will be marked as partially confirmed in the system.

Editing a Partial Order Confirmation

Fill in Header DataThe upper section of the document contains essential order details:

• Mandatory Fields are marked with an asterisk (*).
• Locked Fields are indicated by a lock icon and cannot be edited.

Available Header Data

• Order Confirmation ID*: Your unique number for this response.
• Order Confirmation Date*: Default is the current date.
• Order Number*: Taken from the original order.
• Order Date*: Date of the original order.
• Requested Delivery Date: Taken from the order.
• Confirmed Delivery Date*: Your confirmed delivery date.

Edit Line Items

To edit multiple or all line items at once, use the “Bulk Edit” function. In the table format, you can select multiple line items and then overwrite individual fields for all selected items.

The line item overview lists all ordered products:

1

Confirm Quantities

Enter the actual deliverable quantity for each item in the “Confirmed Quantity” field. You can remove individual items from the order by clicking the “X” on the left of each row. Clicking again restores the item.

2

Set Delivery Date (if required)

Specify the confirmed delivery date for each item.

3

Review Prices (if necessary)

Check the prices and adjust them if needed.

Send DocumentBefore sending, the system automatically checks all required fields:

1. Click “Send.”
2. If any mandatory fields are missing, they will be highlighted.
3. Follow the issue resolution assistant.
4. Once all issues are corrected, you can resend the document.

The issue resolution assistant guides you step by step through all pending issues until they are resolved.

Advantage to create an Order Response manually
If you can’t provide order responses differently this is your option to easily create them.