E-mail access to Supply Chain Collaboration (Orders)

In this section you will find out what options you have with SupplyOn when managing and handling your orders.

Access to your order

You will receive a link via email for each order. You can use these links to access your order at any time and take advantage of all the options available, such as downloading a PDF or confirming your order. To continue, please click on “Link to order” in your email.

Note: In the E-Mail Access variant, there is no general overview of your received orders, so you should always save the emails with the link to the appropriate purchase order!

Enter the password you created when you first registered after clicking on the button in the email and then click on “Login”. You will now see an overview of your order.

Check order data

You will see all relevant information about the order and all line items in "Line items" tab:

• Positions
• Material descriptions
• Line item details
• Surcharge and Rebates
• Schedule lines
• Supplier response

You can get an overview of the relevant order data by opening the order and then clicking on the "Header details" tab:

Here you will find at a glance:

• Dates
• Reference and Instructions
• Links
• Delivery and invoice status
• Values and currencies

You can get an overview of the contact details by clicking on the "Parties" tab. Here you will find the contact details:

• …of the customer
• …of the recipient
• and your own details as supplier

You can get an overview of your customer 's relevant attachments by opening the “Attachments” tab. There you can download attachments and upload attachments to your customer.

• Down- and Upload attachments
• Delete attachments (only your own)

Supplier reference

The field “Supplier Reference” is an individual reference field in which you should enter your own order or request number. This entry will help you and your customer to match the order.

Confirm an order

• Open the order via the link in the e-mail. After checking it please click on "Confirm as-is" and enter the supplier reference and click on "Save and Send". As long as an order change has not been confirmed, the data from the purchase order cannot be transferred to the invoice.
• You can also confirm an order with changes. Open the order and select "Respond with changes". Here you are able to change the following data:
  • Delivery Date
  • Delivery Quantity
  • Price per price unit
• You can also split the delivery by setting different delivery dates for partial quantities. If you click on "Split delivery" an option field for another delivery date and a corresponding partial quantity opens. You can repeat this process any number of times. Added lines may also be deleted anytime by clicking the button "Delete".
• Subsequently you enter your Supplier Reference and click on "Save and Send".
• Your customer now receives your confirmation electronically via SupplyOn . In order to activate your deviations your customer has to send an order change. You have to confirm this order change as well. As long as an order change has not been confirmed, the data from the purchase order cannot be transferred to the invoice.

Confirmation status of the order

You as supplier did not yet confirm your order. The current order status is no response.

• Have you confirmed your order as-is, then the status will change to confirmed.
• Have you confirmed your order with changes, then the status will change to changed.

In both cases the confirmation will be transmitted to your customer directly. When your customer sends a change of the order, the color of the status will change to red.

Order change by your customer

If your customer sends an order change to you the changes are marked for you within the column Status.

Order changes are marked with:

• the status changed which is highlighted in red – it generally indicates that the order has changed     
• green exclamation marks which show the changes in detail

In general there are two causes why your customer sends an order change:

1. Your customer has belated changes regarding an order that was already sent: You have confirmed the order with changes
2. If your customer subsequently wants to change the price, the quantity or the delivery date you receive an order change: If you confirmed an order with changes your customer sends a changed order.

There are two ways to confirm the order change as requested or with changes. As long as an order change has not been confirmed, the data from the purchase order cannot be transferred to the invoice.

Printing, saving & downloading of an Order

This section contains relevant options for documenting and archiving purchase orders.

Within the opened order you have the possibility to print it.

A printing overview of the order is displayed and you can print the order now or save it as PDF file. Within the opened order you have the possibility to download it.

Afterwards the order is available to download as a CSV file.

Forward access

With the “Forward Access” button, you can grant one or more colleagues access to this order. When you click on the button, you will be redirected to a page where you can enter the first and last names, email addresses, and phone numbers of your colleagues.