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How can I use Order Acknowledgement feature

How can I use Order Acknowledgement & Collaboration feature

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Flexport’s Order Acknowledgement & Collaboration feature within the Order Management system enables sellers to confirm receipt (i.e. acknowledgment) of the new purchase order and sellers/buyers to propose, accept, or reject changes (i.e. collaboration) to the purchase order. This article will focus on Acknowledgement Feature. Please click here for instructions on Collaboration feature.

Feature Activation & Setup

To activate the Acknowledgement feature, Buyers need to set the Must Acknowledge by date through Your Business → Settings → Order Management→ Edit all Order Acknowledgement Settings. The Must Acknowledge by date is the number of dates you shipper has to acknowledge the order after your new/updated order upload.

__Notification Preferences __

Your Order Acknowledgement & Collaboration preferences can be set in the Notifications tab in your Account Settings. Here you can determine whether you’d like to receive email notifications about new orders uploaded in the last 24h and the summary report on a daily or weekly basis.

New Tabs

To better arrange the workflow, we added new tabs on the Order page:

  • All Orders: Same as the current Order List, all orders in Flexport System
  • Requires Review: Orders that are pending review and actions from the user
  • Awaiting Reviews: Orders that are pending reviews and actions from the counterparty
  • Accepted POs: Orders that have been accepted and are ready to be booked
  • Booked POs: Orders that are fully booked

History Tab Redesign

The History tab of each order now shows the log of changes to the orders with labels to indicate if the change is a proposal or an update. In the Current label, users can hover over the fields with colored backgrounds to see the value prior to the current value. __This is the way to check what is the updated field for updated orders. __

In the Proposal lebel, users can see the details of each proposal.

Acknowledgment - Order Types

There are two types of orders that need to be acknowledged:

  • New orders: Orders with a distinct combination of PO_number and Seller_refernece, Seller_entitiy_reference
  • Updated orders: Orders with updated fields of existing orders in Flexport System. The updated field is currently indicated under the history tab of each order.

Acknowledgment - How to accept Orders

After the buyer uploads these two types of orders, these orders will be created under the Requires Review tab for the buyer and Awaiting Review tab for the seller. The seller needs to click on the review order button of each order to acknowledge it.

In each order, sellers will see a box to either accept the order or propose a change to the order. Sellers can not propose changes to orders until the Collaboration feature is turned on.

The seller can accept the order with optional messages attached. The order will then move to the Accepted Orders tab.

The seller can also propose a change to orders if the Collaboration feature is turned on and the field to change is enabled by the buyer. The seller needs to set a must respond by date for the buyer to this proposal and can leave a message to the buyer in the proposal.

If the Collaboration feature is not activated or the field subject to change is not enabled, the seller will need to send messages to the buyer in the message tab to share the reason of not being able to accept the order.

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