The Require Supplier Acceptance checkbox (sometimes labeled as "Require Supplier Confirmation") is a workflow control used to ensure a supplier formally acknowledges and agrees to the terms of a Purchase Order before the procurement process moves forward.

How the Workflow Changes

When this option is selected during the creation of a PO, the transaction follows a specific sequence:

• Pending Status: Once the PO is sent, it enters a "Pending Supplier Acceptance" status.

• Workflow Lock: While in this pending state, the transaction is "frozen." You cannot add deliveries or reconcile invoices until the supplier accepts the order.
• Issuance: The status only changes to "Issued" once the supplier confirms acceptance.

Supplier Interaction

• Email Notification: The supplier receives an email containing a link to an electronic version of the PO.

• One-Click Response: From that secure page, they can choose to Accept or Decline the PO.

• Automatic Alerts: As soon as the supplier responds, an alert notification is sent back to the user who created the PO.

Handling Non-Responsive Suppliers

If a supplier is unable to accept the PO electronically, or if they have confirmed via phone/email and you need to move the process along, you have two options:

1. Resend: You can resend the PO to the supplier to put the invitation back at the top of their inbox.

2. Accept on Behalf: You can manually override the pending status. Navigate to the PO, click More Actions, and select "Accepted by Supplier".

• Audit Trail: If you accept on their behalf, the Activity Log will specifically record which internal user performed the action for full accountability.

‍