When a supplier receives a purchase order (PO) from Tradogram, they are directed to a secure, interactive portal where they can review the order details and, depending on your settings, provide critical fulfillment data.

Information Available to the Supplier

The supplier portal provides a comprehensive view of the order to ensure accuracy before fulfillment. Suppliers can review:

• Order Identification: PO name, identification number, and full address information for both the buyer and supplier.

• Financial Details: The currency being used, item prices, and total quantities.

• Item Specifications: Full descriptions, specification files, and any custom fieldset information you have included.

• Logistics: Specific terms and conditions for the order.

• Documentation: A downloadable PDF version of the PO, attached external files, and the applicable Terms and Conditions.

Supplier Response Options

The actions a supplier can take depend on the specific requirements you select when sending the document:

Order Confirmation

If you enable “Require Supplier Confirmation”, the supplier must select one of the following to proceed:

• Accept Purchase Order: Confirms they can meet the requirements.
• Decline Purchase Order: Formally rejects the order (often followed by a note explaining why).

Note: If this requirement is active, the PO cannot be processed further until the supplier responds. If they remain unresponsive, you can use the “Resend to Supplier” tool to prompt them again.

Delivery Notes (Advanced Tracking)

If you select “Request Delivery Note”, the supplier gains the ability to submit a digital packing slip. This prompts them to provide:

• Carrier Details: The delivery service provider used (Mandatory) and the Bill/Invoice numbers.
• Logistics Dates: The date shipped (Mandatory) and the expected arrival date.
• Quantities: The specific quantity of goods or services rendered per line item (Mandatory).
• Supporting Docs: Any additional notes or external files (such as a signed waybill) relevant to the delivery.

For more details, see our guided tutorial on Viewing & responding to Purchase Orders as a supplier.

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