This guide provides a step-by-step process on how to request an order acknowledgment in ProcureDesk, ensuring that your orders are acknowledged and processed efficiently.
Order acknowledgment ensures seamless communication and transaction verification, making it a vital aspect of overall supplier interaction and procurement efficiency.
Proper confirmation and timely communication with suppliers help avoid errors and ensure that purchase orders are executed without delays or miscommunications.
Prerequisites:
Before you begin, ensure you have the following:
Permissions to access and manage Purchase Orders.
The Purchase Order should be in "Sent to Supplier" status, and the PO must be sent to the supplier through ProcureDesk.
Steps:
Step 1: Open the Purchase Order
Navigate to the "Purchase Section" on the left-hand menu. Click on "Orders" to open the PO page. Locate the order number for which you need to request acknowledgment.
Step 2: Navigate to Actions
Click on "Actions" (on the top right corner) after opening the Purchase Order.
Step 3: Request Order Acknowledgement
Choose the option "Request order Acknowledgement" to initiate the acknowledgment process.
This will trigger an email that will be sent to the supplier along with the order number.
FAQs:
1. What is an order acknowledgment?
An order acknowledgment is a confirmation from the supplier that they have received and will fulfill the order as specified. It helps ensure that both parties are aligned on the details of the purchase.
Confirm that a PO was successfully sent by checking if the supplier acknowledges receipt or directly contacting them if necessary.
2. Can I acknowledge an order on behalf of the supplier?
Yes. After requesting acknowledgement, you will find the option to "Acknowledge Order" under the Actions menu (Step 2 in the guide).
3. I cannot see the "Request Order Acknowledgement" option under the Actions menu.
Purchase Orders in the "Sent to Supplier" status only will have the acknowledgment option, otherwise, this option will not be present.
4. How can I know that my order is acknowledged by the supplier?
The Purchase Order status will change to "Acknowledged".
Enhancing Supplier Communication in ProcureDesk
ProcureDesk provides robust features for improving supplier communication:
Configuring CC Settings: Add relevant team and stakeholder email addresses to be included in communications sent to suppliers. This ensures everyone stays informed, enabling better tracking and issue resolution.
Monitoring Confirmations: Checking for prompt order confirmations reduces risks of errors and helps track order fulfillment efficiently.
Related Topics
Setting up email addresses for supplier communication in ProcureDesk
Managing approved purchase orders and tracking confirmations
Troubleshooting email delivery issues in order processing