When you work with purchase orders in Business Central, your vendors will often confirm the quantity, the price, or the receipt date you have requested. Sometimes that confirmation comes through the Vendor Portal, and sometimes it comes by phone, email, or fax. You can register that information directly in the system, no matter how it reaches you.
Registering vendor confirmations from phone, email, or fax
If your vendor uses the Vendor Portal, they can confirm the details themselves. But many vendors still pick up the phone or send an email instead. In those cases, you can enter the confirmed information directly into the Purchase Management Journal.
This gives you a single place to capture what the vendor agreed to, regardless of the channel they used to tell you.
How to update an order line with a confirmed price
Say your vendor calls and confirms that the unit cost will be 23 instead of the price you originally requested. You go to the relevant order line and enter the new value. The direct unit cost on the line updates, and you can see the changed number in the field.
The system handles the rest automatically. The handling type changes to accept the request, and a check mark is set in the accept action message. That keeps the order line and the confirmation aligned without extra manual steps.
Why entering confirmations in the journal keeps an audit trail
One of the main reasons to enter and adjust confirmations through the journal is that it leaves you with archive lines afterwards. When you register a confirmation by phone or email this way, you keep a record of what was agreed and when.
You can choose to handle the entire journal at once, or handle a single line on its own, depending on what you need.
Q&A
How do you register a vendor confirmation that arrives by phone or email?
You enter the confirmed quantity, price, or receipt date directly into the Purchase Management Journal. This works for any channel, including phone, email, and fax, not just the Vendor Portal.
What happens when you change the unit cost on an order line?
The direct unit cost updates and you see the changed number in the field. The handling type automatically changes to accept the request, and a check mark is set in the accept action message.
Why should you enter confirmations through the journal instead of editing directly?
Entering and adjusting confirmations through the journal leaves you with archive lines afterwards, so you keep a record of what the vendor confirmed and when.
Can you handle journal lines individually?
Yes. You can choose to handle the entire journal at once or handle a single line on its own.