Shows your final version of the transaction. They must spot any errors now and reply.

They make a promise by confirming:

• Price
• Quantities
• Dates
• More

The PO Ack provides you the greatest business benefit-you know NOW. If the PO Ack contains a change, an alert occurs on your ERP purchasing screen.  No time consuming entry of confirmations.  Knowing earlier makes finding a second source easier.

The order is shipped

You confirm they kept their promise in the PO Ack (scorecard). The Shipment Notice is sent the day the shipment occurs to tell you the exact quantities shipped. Your plans are not disrupted. It can also help automate your check-in process at the dock and on the factory floor.

Accounts Receivable data entry is eliminated. Both your buyer and your Accounts Receivable staff can easily scrutinize it for errors. If in doubt, deduct.

The same process occurs, but with a twist. These vendors receive a Web form containing the PO. To send a PO Ack they click on a button to convert the PO to a PO Ack. Then they either click on “Acknowledged as received” or enter the changes. This confirms their acceptance.

At the time of shipment, they again convert it to a Shipment Notice or an Invoice. If you use a third party to host the Web form, then they pay a fee for the convenience. (The fee also provides them an incentive to move to standard EDI.)

The improvements needed can best be gathered by using a steering committee as several departments are involved. And, their “ownership” will be enhanced.

Note that business processes are unique to each company. The above is an example of a standard process.