Send a purchase order by link

Instead of phoning a supplier, send the order as a link. The supplier opens it on a phone, in their language, and confirms it, proposes changes to quantities, prices or the date, or declines it. The answer comes back to the order.

Before you start

• You need an open purchase order: see Create and receive purchase orders.
• You need the right Inventory, receiving, stock-take.

Steps: send the link

1. Open the order from Procurement → Purchase orders.
2. Under Send to supplier, check the Supplier's language.
3. Select Send on WhatsApp (your own WhatsApp opens with the message), Send by e-mail, or Show the link to copy it into any chat.
4. The card then shows when it was Sent, whether it was Opened by the supplier, and Works until.

What the supplier does

The supplier sees your organisation's name and phone, each line with its quantity and expected price, and the total. They choose Confirm the order, Send my changes (with Change this line, a reason for each change, and Change the delivery date), or Decline the order with a reason. They can add a message and a Photo of your invoice or price list (optional).

Steps: handle the answer

1. The order list marks the order Answer waiting, and an owner alert names the supplier.
2. Open the order. The supplier's answer shows the message, the photo, and for changes each line's You ordered → Supplier can send and Your price → Supplier's price, the new date and the new total.
3. For changes, select Accept the changes, or Keep my order as it is with an optional note. For a confirmation, select OK, noted. For a decline, the order is already closed; select OK, seen.

Good to know

• Accepting takes the supplier's quantities (never below what already arrived), prices and date. The agreed prices become the supplier's newest price list, so receiving at them raises no cost-rise warning.
• Withdraw the link stops it at once; sending again makes a new link. A link also stops when the order is closed, and after 60 days.
• Links are signed and cannot be guessed or changed. Anything else shows "This link does not work any more".
• The supplier sees a line saying that you kept the order as it was, never your note.
• One answer waits at a time; after you handle it, the supplier may answer again from the same link.
• E-mail goes from your organisation's own mail server when one is set, with replies going to the owner's address.