PURCHASING > Purchase Orders > PO Acknowledgments > Acknowledge Purchase Orders
To ensure that Purchase Orders don’t fall through the cracks, you may want to keep track of which POs have been received in good order by your suppliers. When your supplier acknowledges receipt of an order, you easily keep track of it with this utility.
You might also use this utility if you require that your suppliers formally accept your orders.
The Unacknowledged PO Report lists POs that have yet to be acknowledged.
You can also send e-mail reminders to suppliers that have not yet acknowledged their orders.
NOTE: You may be restricted as to which POs you can access with this utility (e.g. you may only be able to access your own POs, your Cost Center's POs, etc.), based on the Document Access setting in the [Permissions] folder of the User Master File.
Automatic Acknowledgment of Electronic POs
When sending POs to your suppliers by e-mail using a hyperlink in the body of the email message rather than a file attachment, acknowledgment will happen automatically and you will NOT need to use the [CONFIRM] button for those POs, per below. Rather, the POs will be auto-acknowledged when your supplier clicks on the hyperlink to download the document.
Similarly, POs that are being delivered by XML/PunchOut will be auto-acknowledged.
However, Purchase Orders that are delivered by fax, verbally or hard copy (printed) must be acknowledged manually using the [CONFIRM] button, since SpendMap has no way to know when the supplier actually receives the document.
Purchase Order Acknowledgment Screen
This screen lists POs that have yet to be confirmed (acknowledged). When POs are acknowledged and the batch is processed, those POs are removed from this list and the PO Status Utility is updated to indicate that the order was acknowledged (in the tab).
When a PO is confirmed using the or buttons, the “Confirmation Date” appears in the Confirmed Column. This is the date that will appear in PO Status. To change the date, enter a new Current Confirmation Date in the field at the bottom of the screen.
