Once you have collected the responses from your vendors in the purchase management journal, you can handle the order lines and send confirmation emails directly from the journal. The system automatically sets the handling type to “Accept Request” and marks the accept action message when a vendor reply comes in. From there, you run “Handle Journal and Send Mail”, review the prepared emails for each vendor, and send them. Once sent, the handled lines are removed from the purchase management journal.
Collecting vendor responses in the purchase management journal
The starting point is a purchase management journal where you have requested answers from your vendors on specific order lines. When the vendors reply, their responses land in the journal against the relevant lines. In this example, two orders at the bottom of the journal have received answers from the vendor.
Automatic handling type and accept action message
When a vendor response arrives, the system handles part of the work for you. The handling type is set automatically to “Accept Request”, and a check mark appears in the accept action message field. That means the lines are flagged as ready to be confirmed without any manual setup on your part.
Sending confirmation emails from the journal
With the lines marked as accepted, the only step left is to go to the handling options and choose “Handle Journal and Send Mail”. The system then prepares the emails grouped by vendor. In this case, that produces two separate emails for two different vendors, each ready to go. You can review them and send them directly.
Lines removed from the journal after sending
Once you send the emails, the handled lines are removed from the purchase management journal. This keeps the journal clean and shows you only the lines that still need attention, so you always have a clear view of what is left to process.
Q&A
What happens when a vendor responds to a request in the purchase management journal?
When the vendor responds, the system automatically sets the handling type to “Accept Request” and places a check mark in the accept action message field for the relevant lines, marking them as ready to be confirmed.
How do you send order confirmations to vendors from the journal?
Go to the handling options in the purchase management journal and choose “Handle Journal and Send Mail”. The system prepares one email per vendor, which you can then review and send.
What happens to the lines after you send the confirmation emails?
The handled lines are removed from the purchase management journal, leaving only the lines that still require action.