The Vendor Portal in Business Central lets your vendors confirm purchase order lines directly, including changes to quantity, received date, or direct unit cost. When a vendor changes a line, the change flows straight into Business Central, where you can review and accept it before the order updates.
You handle vendor changes through the Purchase Management Journal. Each change shows which vendor initiated it and which fields were altered, so you stay in control of what gets accepted.
When you accept a change, Business Central updates the purchase order automatically and archives the handling line so you keep a record of what was originally requested versus what was confirmed.
How vendors confirm purchase order lines in the Vendor Portal
Once a vendor receives the purchase order lines in the Vendor Portal, they can review and adjust them before confirming. The vendor can change one of three things on a line: the quantity, the received date, or the direct unit cost.
The process is straightforward. The vendor opens the line and enters their confirmed values. In a typical example, you might request 10 pieces of an item, and the vendor confirms only 8 pieces instead. With that, the vendor has made a change, and it is implemented directly into Business Central.
Reviewing vendor changes in the Purchase Management Journal
You see and process all vendor changes in the Purchase Management Journal. When the vendor confirms 8 instead of the requested 10, the confirmed quantity appears directly on the line in the journal.
The journal also gives you a clear picture of what changed and who changed it:
- The quantity changed marker is set to Yes, so you can see at a glance that the quantity was adjusted.
- The handling type shows an accept request with a checkmark in the EDI message, indicating the change came in through the portal.
- The journal identifies the user who initiated the change, which is the vendor in this case.
Accepting the change and updating the order
From the journal, you accept the change and the order updates accordingly. This happens when you run the Handle Journal action.
Going back to the purchase order, you can confirm the quantity is now changed to 8. You can also view the archived handling lines for the changes you have accepted. The archive keeps the full picture: you requested 10 and accepted 8, and that history stays available for reference.
Q&A
What can a vendor change on a purchase order line in the Vendor Portal?
A vendor can change the quantity, the received date, or the direct unit cost on a purchase order line in the Vendor Portal.
Where do I review vendor changes in Business Central?
You review and process vendor changes in the Purchase Management Journal. It shows the confirmed values, the quantity changed marker, the handling type, and which user initiated the change.
What happens when I accept a vendor change?
When you accept the change and run the Handle Journal action, Business Central updates the purchase order with the confirmed values. The handling line is archived so you keep a record of what was originally requested and what was accepted.
How do I know who made a change to a purchase order line?
The Purchase Management Journal identifies the user who initiated the change. When the change comes through the Vendor Portal, the journal shows it was the vendor.