Send order response

How to send a purchase order response to your buyer.

As a supplier you can send either a new or updated purchase order response to your buyer.

The order response should only contain order lines that are new or changed. Sending an unchanged order line could trigger an unexpected line status change in Tradecloud.

Order process

After sending an order response to Tradecloud the order lines process status may change:

When the order line has process status Issued:

• Whenindicators.accepted is set the process status will becomeConfirmed

• Whenindicators.rejected is set the process status will becomeRejected

• When the by supplier responded delivery schedule and prices are equal to the by buyer requested delivery schedule and prices the process status will become Confirmed

• When the responded delivery schedule and prices are NOT equal to the requested delivery schedule and prices the process status will become InProgress and a proposal task for the buyer will be created.

When the order line has process status InProgress:

• Whenindicators.accepted is set the process status will becomeConfirmed

• Whenindicators.rejected is set the process status will becomeRejected

• When the by supplier responded delivery schedule and prices are equal to the by buyer

  requested delivery schedule and prices the process status will become Confirmed

• When the responded delivery schedule and prices are NOT equal to the requested delivery schedule and prices the process status will stay InProgress.

When the order line has process status Confirmed:

• When the by supplier responded delivery schedule and prices are NOT equal to the confirmed delivery schedule and prices the process status will become InProgress and a reopen request task for the buyer will be created.

• When the responded delivery schedule and prices are equal to the confirmed delivery schedule and prices the process status will stay Confirmed

When the order line already has process status Rejectedthe process status will NOT change.

When the order line already has process status Completed the process status will NOT change.

When the order line already has process status Cancelled the process status will NOT change.

Endpoint

Use the Send order response endpoint to send an order response to Tradecloud.

When sending an order response the provided buyer account number and purchase order number will be verified.

Order

• companyId: the optional Tradecloud company identifier. You only have to provide a companyId when your integration user account has multiple company authorization.

• buyerAccountNumber: the buyer account number as known in your ERP system.

The buyerAccountNumber should be set in the Tradecloud connection in the portal, after the connection request has been accepted by the other party.

• purchaseOrderNumber: the purchase order number as sent by the buyer.

• contact.email: the supplier employee responsible for this order. The user with this email address should be active in Tradecloud.

buyerAccountNumber and contact.email should be unique within your company and never change. Never renumber or re-use numbers or code's.

Other order fields

• description: a free format additional description of this order.

• indicators.accepted: explicitly accept the order as is, the responded lines delivery schedule and prices will be ignored.

• indicators.rejected: explicitly reject the order, the responded linesdelivery schedule and priceswill be ignored.

• Additional indicators:

Cancel an order

• properties: are key-value based custom fields. You can use as many as needed, but too many will clutter the portal. Use for a new line in the value.

• notes: are simple custom fields. You can use as many as needed, but too many will clutter the portal. Use for a new line.

Lines

• lines: a purchase order response contains one or multiple lines. A purchase order line contains at least the position and delivery schedule. It is structured as a JSON element in the lines JSON array.

  • purchaseOrderLinePosition: the line position within the purchase order.

The supplier must echo the purchaseOrderLinePosition as sent by the buyer.

Item

It is not possible to propose an alternative item. If you need this feature, send a request to support.

Item Details

• lines.itemDetails: detailed part information changed by the supplier.

The buyer may send item details to inform the supplier about part information. The supplier may check, change and add item details if they are not correct or incomplete.

• countryOfOriginCodeIso2: The ISO 3166-1 alpha-2 country code of manufacture, production, or growth where an article or product comes from.

• combinedNomenclatureCode: A tool for classifying goods, set up to meet the requirements both of the Common Customs Tariff and of the EU's external trade statistics.

• netWeight: Net weight of one item.

• netWeightUnitOfMeasureIso: Net weight unit according to ISO 80000-1.

• dangerousGoodsCodeUnece: UN numbers or UN IDs are four-digit numbers that identify dangerous goods, hazardous substances and articles in the framework of international transport.

• serialNumber: is an unique identifier assigned incrementally or sequentially to an item, to uniquely identify it.

• batchNumber: is an identification number assigned to a particular quantity or lot of material from a single manufacturer

Responded delivery schedule

• lines.deliverySchedule: the responded delivery schedule. At least one delivery schedule line must be provided.

  • position: an optional position in the delivery schedule, distinct from line.position.

• The supplier must either echo the position as received from the buyer or leave it empty.

• When sending a new split delivery line, do not provide a position; the buyer will assign it.

• If position is left empty, the supplier must preserve the order of the original delivery schedule sent by the buyer.

• Any new split delivery line should be appended to the end of the delivery schedule.

• lines.deliverySchedule:

  • date: the responded delivery date of this delivery schedule position. If the delivery date is yet unknown, leave this date empty. If the date is not equal to the requested date, when possible provide a reason , see below. Date has ISO 8601 date yyyy-MM-dd format. See also Standards.
  • quantity: the responded quantity of this delivery schedule position. If the quantity that can be delivered is yet unknown, leave this quantity empty. If the quantity is not equal to the requested quantity, when possible provide a reason, see below. Quantity has a decimal 1234.56 format with any number of digits.

Responded prices

• lines.prices: the responded price. Advised is to provide only netPrice for its simplicity, or alternatively grossPrice together with discountPercentage.

  • grossPrice: the gross price. Used together with discountPercentage.

  • discountPercentage: the discount percentage. Used together with grossPrice.

  • netPrice: the net price.

    • priceInTransactionCurrency: at least provide a price in the transaction currency, like CNY in China.

      • value: the price value has a decimal 1234.56 format with any number of digits.

      • currencyIso: the 3-letter currency code according to ISO 4217, like EUR, USD and CNY.

    • priceInBaseCurrency: optionally provide a price in your base currency, like EUR in the EU.

      • value: the price value has a decimal 1234.56 format with any number of digits.

      • currencyIso: the 3-letter currency code according to ISO 4217, like EUR.

  • priceUnitOfMeasureIso: the price unit according to ISO 80000-1. The purchase unit and price unit may be different.

  • priceUnitQuantity: the item quantity at which the price applies. Typically this is 1 (unit price) or 100 (the price applies to 100 items)

Responded charge lines

• lines.chargeLines: the requested additional cost lines of an order line, independent of the order line prices, like transport, packing, administration, inspection and certification costs.

  • position: the position used to identify a charge line.

• The supplier must echo the position as received from the buyer.

• When sending a new charge line, do not provide a position; the buyer will assign it.

• lines.chargeLines:

  • chargeTypeCode: the mandatory charge reason code according to UNCL7161
  • chargeDescription: a mandatory free text description, like "Transport costs".

  • quantity: the mandatory quantity of this charge line.

  • price: the mandatory price of this charge line.

    • priceInTransactionCurrency: the mandatory price in the transaction currency of the supplier, like CNY in China.

      • value: the price value has a decimal 1234.56 format with any number of digits.

      • currencyIso: the 3-letter currency code according to ISO 4217, like EUR, USD and CNY.

    • priceInBaseCurrency: the optional price in your base currency, like EUR in the EU.

      • value: the price value has a decimal 1234.56 format with any number of digits.

      • currencyIso: the 3-letter currency code according to ISO 4217, like EUR.

  • priceUnitOfMeasureIso: the 3-letter price unit according to ISO 80000-1 which applies to the charge line price.

Other line fields

• description: a free format additional description of this line

• indicators.accepted: explicitly accept the order line as is, the responded delivery schedule and prices will be ignored.

• indicators.rejected: explicitly reject the order line, the respondeddelivery schedule and priceswill be ignored. When possible provide the reason, see below.

• Additional indicators:

Cancel an order

• properties: are key-value based custom fields. You can use as many as needed, but too many will clutter the portal. Use for a new line in the value.

• notes: are simple custom fields.You can use as many as needed, but too many will clutter the portal. Use for a new line.

• reason: optional reason in case:

  • the order line is rejected

  • the responded delivery schedule and prices are NOT equal to the requested or confirmeddelivery schedule and prices

  • a reopen request
  • a cancel request

Order response meta data

• erpResponseDateTime: Date and time the order was responded from your ERP system. DateTime has ISO 8601 local date/time format yyyy-MM-ddThh:mm:ss. See also Standards.
• erpRespondedBy: the user email or user name as known in your ERP system who responded this order

Response

When the /api-connector/order-response API method returns HTTP status code 200, the order response was successfully queued for processing by Tradecloud. Processing takes usually less then a second, after which the order response is available in the portal and is forwarded to the buyer ERP integration.