Creating an Acknowledgement (Accept/Cancel)

Creating an acknowledgement is how a vendor/supplier communicates that the order has been received and the items have been accepted (or not). This information is transmitted to the retailer so they know what to expect when the order is ready to ship. Follow these steps to create an acknowledgement. For instructions on how to edit an existing acknowledgment please jump to the bottom of this page.

1. There are two ways to pull up an order that you would like to ship.

• Option 1: Using the Search bar at the top of any page in the Portal, enter in the order number. This will pull up all related documents to the order (the order as well as any existing shipments, returns and/or cancellations).
• Option 2: Click on Orders in the left-hand menu and, from the Order Management page, find the order. 

Option 1:

2. On the Order Management page, click on Actions and select Accept/Reject.

3. You will be taken to the Create Acknowledgement page. This is where you will accept, or reject, items on an order. PLEASE NOTE: Olivela does not support backorders. If you cannot full a SKU item it needs to be rejected and the quantity entered in Quantity Cancelled. Backorders will not be accepted.

There are a few areas of the page to note using the screenshot example above:

• The General Information section will include:
  • Reference Number (aka Purchase Order Number), which is typically the connecting identifier between all documents.
  • Acknowledgement Number is a unique identifier for each individual acknowledgement file that will be submitted. Logicbroker auto-populates the field, but it can be modified as needed.
    • NOTE: If you create more than one acknowledgement for an order (example: accept all items initially, then you need to cancel an item), you will need to modify this number on the 2nd acknowledgement to ensure it is different than the one created on the 1st acknowledgement. In summary, every acknowledgement should have a unique acknowledgement number.
  • Estimated Ship Date should always be provided when accepting an order.
• Acceptance
  • All items automatically default to acceptance when an acknowledgement is created.
  • To submit a full acceptance of all items on an order with no changes only requires you to click on Submit (top corner of the page).
• Cancel (aka Reject)
  • To cancel items, go to the Acknowledgement Items section and update the Quantity Cancelled field with the quantity you want to cancel/reject for that line.
    • For example, if quantity 2 is ordered and you want to cancel quantity 1, enter quantity 1 in the Quantity Cancelled field.
  • Enter in a cancel reason in the Change Reason field next to each item (just to the left of Quantity Accepted).
  • Click Submit (top right corner of the page) to complete.

See example below of an acknowledgement with acceptance, and cancels in one file:

IMPORTANT: Because cancel data is sent regularly, make sure your cancellation is 100% accurate before clicking on Submit. If you do need to Edit an Acknowledgment please see below.

You may need to change an Acknowledgment if you need to update the Estimated Ship Date, use a different Change Reason (if cancelling), etc.

If you need to update an Acknowledgment for an order you are accepting, follow the below steps:

1) Pull up the original Acknowledgment that is in a Complete status. When you have that up, select More Actions --> Change Status:

2) Change the status to Ignored and then click on Update. 

3) Pull up the order again, and select Accept/Reject:

4) On the Create Acknowledgement screen, enter whatever updated information is needed and then hit Submit:

If you need to update an Acknowledgment for an order you have cancelled follow the below steps:

1) If you have accepted an order and now need to cancel it, or if you have cancelled an order but can now fulfill it, send an email to Olivela (dropship@olivela.com) and Logicbroker (support@logicbroker.com) In the email, indicate the PO number you are referencing, the SKU you are referring to, and what change you need to make.

2) With Olivela's approval, Logicbroker will make any back-end changes. Once Logicbroker has made their updates (if needed), they will respond to your email and let you know that you can create the new acknowledgment.

3) Pull up the order again, and select Accept/Reject:

4) On the Create Acknowledgement screen, enter whatever updated information is needed and then hit Submit: