Send order response

How to send a purchase order response to your buyer.

As a supplier, you can send a purchase order response to your buyer.

Each order response must contain one or more order lines.

The order response should only contain order lines that are new or changed.

Order process

As a supplier, you have three possible ways to respond to an order:

  1. Detailed response: Send an order response with lines containing their position, confirmed delivery schedule, prices, and optionally charge lines

  2. Line-level acceptance: Send an order response with lines containing their position and line-level accept or reject indicators

  3. Header-level acceptance: Send an order response with header-level accept or reject indicators, and lines containing only their positions

After sending an order response, the order line process status may change based on the current status:

Status: Issued

The order line will become:

  • Confirmed if:

    • The accepted indicator is set, OR

    • Responded delivery schedule and prices match the requested values

  • Rejected if the rejected indicator is set

  • InProgress if responded values differ from requested values (creates a proposal task for the buyer)

Status: InProgress

The order line will become:

  • Confirmed if:

    • The accepted indicator is set, OR

    • Responded delivery schedule and prices match the requested values

  • Rejected if the rejected indicator is set

  • Stays InProgress if responded values still differ from requested values

Status: Confirmed

The order line will:

  • Become InProgress if responded values differ from confirmed values (creates a reopen request task for the buyer)

  • Stay Confirmed if responded values match the confirmed values

Status: Completed or Cancelled

The process status will not change.

Endpoint

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

HTTP status code 200 or 202 means the order response was successfully verified or queued.

Processing typically takes less than a second, after which:

  • The provided buyer account number and purchase order number have been verified.

  • The order response appears in the portal.

  • The response is forwarded to the buyer's ERP integration.

Order fields

Required order fields

  • buyerAccountNumber: your buyer's account number as known in your ERP system

    • Must be set in the Tradecloud portal after the connection is accepted

    • Must be unique within your company

  • purchaseOrderNumber: the purchase order number sent by the buyer

  • lines: Each order response must contain one or more lines

Optional order fields

  • companyId: Tradecloud company identifier

    • Only needed if your integration user has multiple company authorizations

  • contact.email: email of the supplier employee responsible for this order

    • The user must be active in Tradecloud

  • description: additional description of this order

  • indicators.accepted: accept all lines in this response as‑is.

    • Order lines with positions are required.

    • Delivery schedule, prices, and charge lines will be ignored for these lines

    • Line‑level indicators override this header indicator when present

  • indicators.rejected: reject all lines in this response

    • Order lines with positions are required.

    • Delivery schedule, prices, and charge lines will be ignored for these lines

    • Line‑level indicators override this header indicator when present

  • properties: key-value custom fields

    • use \n for new lines

  • notes: simple text notes

    • use \n for new lines

Required line fields

  • purchaseOrderLinePosition: must match the position sent by the buyer

Optional line fields

Responded delivery schedule

At least one delivery schedule line is required:

  • position: optional position in the delivery schedule

    • Echo the position from the buyer, OR leave empty

    • For new split delivery lines:

      • Leave the position empty - the buyer will assign it

      • Append new delivery lines at the end

      • Provide a reason

  • date: delivery date in ISO 8601 format (yyyy-MM-dd)

    • Can be left empty if unknown

    • Provide a reason if different from the requested date

  • quantity: delivery quantity in decimal format (e.g., 1234.56)

    • Can be left empty if unknown

    • Provide a reason if different from the requested quantity

Responded prices

Recommended: Use netPrice for simplicity, or use grossPrice + discountPercentage.

  • netPrice OR grossPrice + discountPercentage:

    • priceInTransactionCurrency: required

      • value: decimal format (e.g., 1234.56)

      • currencyIso: 3-letter ISO 4217 code (e.g., EUR, USD, CNY)

    • priceInBaseCurrency: optional

      • value: decimal format (e.g., 1234.56)

      • currencyIso: 3-letter ISO 4217 code

  • priceUnitOfMeasureIso: price unit

    • Copied from buyer if empty

  • priceUnitQuantity: quantity at which price applies (typically 1 or 100)

    • Copied from buyer if empty

Responded charge lines

Additional costs independent of order line prices (e.g., transport, packing, inspection):

  • position: identifier for the charge line

    • Echo the position from the buyer, OR

    • Omit for new charge lines - the buyer will assign it

  • chargeTypeCode: required - charge reason code (UNCL7161)

  • chargeDescription: required - text description (e.g., "Transport costs")

  • quantity: required - quantity for this charge

  • price: required

    • priceInTransactionCurrency: required

      • value: decimal format (e.g., 1234.56)

      • currencyIso: 3-letter ISO 4217 code (e.g., EUR, USD, CNY)

    • priceInBaseCurrency: optional

      • value: decimal format

      • currencyIso: 3-letter ISO 4217 code

  • priceUnitOfMeasureIso: price unit

Other line fields

  • description: additional description of this line

  • indicators.accepted: accept the line as-is

    • Delivery schedule, prices, charge lines, and header indicators are ignored

  • indicators.rejected: reject the line

    • Delivery schedule, prices, charge lines, and header indicators are ignored

  • reason: explanation when:

    • The line is rejected

    • Responded values differ from requested or confirmed values

    • Splitting in the delivery schedule

  • properties: key-value custom fields

    • use \n for new lines

  • notes: simple text notes

    • use \n for new lines

Item

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

Item Details

You can check, change, or add item details if the buyer's information is incorrect or incomplete:

  • countryOfOriginCodeIso2: ISO 3166-1 alpha-2 country code of origin

  • combinedNomenclatureCode: goods classification code for customs and trade statistics

  • netWeight: net weight of one item

  • netWeightUnitOfMeasureIso: net weight unit

  • dangerousGoodsCodeUnece: UN number for dangerous goods (4-digit)

  • serialNumber: unique sequential identifier for the item

  • batchNumber: identification number for a quantity/lot from a manufacturer

Order response metadata

  • erpResponseDateTime: date/time the order was responded in your ERP (ISO 8601 format: yyyy-MM-ddTHH:mm:ss)

  • erpRespondedBy: email or username of the person who responded to this order in your ERP

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