An order response is your reply to an incoming order from a trading partner. It confirms the ordered quantities, prices, and delivery dates, or allows you to make adjustments if necessary.

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Accessing Order Responses

There 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.

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Fill in Header Data

The upper section of the document contains essential order details:

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

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Review Party Information

The “PARTIES” section contains all relevant address and identification data:

  • Buyer (the ordering trading partner)
  • Supplier (your company)
  • Delivery Address
  • Final Recipient
  • Invoice Address

These details are automatically taken from the order and your Procuros settings. Please verify the accuracy of this information.

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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.

To fully reject an order, set all confirmed quantities to 0.

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Send Document

Before 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.

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