Order Acceptance

Source file: 2026-06-08-user-manual-supplier-order-acceptance.html

User Manual

Field	Value
Document Type	User Manual
Portal	GRINEA – Supplier Portal
Module	Order Acceptance
Version Number	1.0
Document Date	May 20, 2026
Prepared by	Christian Canlubo

Version History

Version	Details	Author	Date Published
1.0	Initial Version	Christian Canlubo	May 20, 2026

1.0 Introduction

This section provides an overview of the purpose, scope, and intended audience of this document. Supplier users are encouraged to review this document in full before using the Orders section of the Supplier Portal.

1.1 Purpose of the Document

This document is the official user manual for the Order Acceptance Workflow within the Supplier Portal of the GRINEA Internal Operations Platform. It provides clear, step-by-step guidance on how supplier users can view their assigned orders, review order details, download order documents, accept or reject a Purchase Order, and communicate with the assigned buyer through the order inbox.

The Order Acceptance Workflow is the supplier-facing mechanism through which GRINEA Purchase Orders are formally acknowledged. Once an RFQ process concludes and a supplier's quotation is selected, the resulting Purchase Order is sent to the supplier through the Supplier Portal. The supplier must either accept or reject the order, and the response is reflected in real time on the internal platform for GRINEA buyers and backoffice users.

1.2 Scope of the Document

This document covers the Order Acceptance Workflow available to supplier users on the GRINEA Supplier Portal. Specifically it covers:

• Navigating to the Orders section from the Supplier Portal
• Understanding the Orders list, its columns, default view, and visibility rules
• Searching and filtering the Orders list by Order ID, PO Number, Project Short Name, Item Name, Acceptance Status, Net Amount, Fulfillment Rate, and Date Received
• Opening an individual order detail page and understanding the Order Guidelines Banner
• Reviewing read-only order information on the Order Details tab, including project details, payment terms, and the Order Summary
• Downloading Primary Documents, Delivery Acceptance Documents, and Order Attachments
• Viewing the Order Fulfillment Status when delivery records exist
• Reviewing read-only line item information on the Line Items tab
• Reviewing read-only delivery schedule information on the Schedule tab
• Accepting a Purchase Order and understanding the status update that follows
• Rejecting a Purchase Order and the requirement for a Rejection Reason
• Using the Inbox tab to send and receive messages with the assigned buyer

Out of scope: order creation and lifecycle management on the internal portal; delivery receiving workflows; Supplier Portal RFQ and quotation workflows; company profile management; user account provisioning; ERP integration.

1.3 Intended Audience

Supplier User

The Supplier User is the representative of the supplier organization who logs in to the Supplier Portal to manage RFQ participation, quotation submission, and order responses. In the context of this manual, the Supplier User's role is to review Purchase Orders issued following a successful quotation selection, and to formally accept or reject each order within the platform. The Supplier User can also communicate with the assigned GRINEA buyer through the order inbox.

Supplier Users can only view orders that belong to their own supplier organization. Orders assigned to other supplier organizations are not visible and cannot be accessed. The Supplier Acceptance status updated by the supplier is reflected in real time on the internal Orders module for GRINEA users.

2.0 Module Overview

2.1 Description

The Orders section of the Supplier Portal is the dedicated environment where supplier users manage their Purchase Orders issued by GRINEA. It is accessed from the Supplier Portal navigation pane under Orders. Only orders belonging to the logged-in supplier's organization are visible; no cross-supplier order information is exposed.

When a supplier user opens the Orders section, the Orders list is displayed as the default landing page. Users can search by Order ID, PO Number, Project Short Name, or Item Name, and can apply filters for Acceptance Status, Net Amount, Fulfillment Rate, and Date Received.

2.2.1 Orders List (Landing Page)

The Orders list displays all Purchase Orders that have been sent by the buyer to the supplier's organisation. Orders that have not yet been sent are not visible. Specifically, Purchase Orders in the buyer-side statuses In Process and Ready to Send are never displayed.

Cancelled Purchase Orders follow conditional visibility rules: a PO cancelled before it was sent is not visible; a PO cancelled after it was sent remains visible with a status of Cancelled. The list opens on the All order status tab by default, sorted by the date and time the PO was sent to the supplier (most recent first).

Each row displays: PO Number, Order Status, Acceptance Status, Fulfillment %, Net Amount, and Action. The Net Amount reflects the PO's Net Total Offer with Delivery in the currency defined in the Purchase Order. Clicking Action on any row opens the individual order detail page.

[Screenshot: Orders List – Landing Page]

2.2.2 Searching and Filtering the Orders List

The search field accepts: Order ID, PO Number, Project Short Name, and Item Name. Results are limited to orders belonging to the logged-in supplier.

The filter drawer (opened via the Filter button) allows narrowing by:

• Acceptance Status
• Net Amount (range: minimum and maximum)
• Fulfillment Rate
• Date Received (from and to)

A Reset option within the filter drawer clears all applied filters and returns the list to its default state.

2.2.3 Order Detail Page

Clicking Action on any order opens the individual order detail page. The page is read-only for all order information; the supplier cannot edit any field, line item, or schedule detail. The only interactive elements are the Accept Order and Reject Order buttons (when the order has not yet been responded to), and the Inbox tab messaging interface.

The page displays four tabs: Order Details, Line Items, Schedule, and Inbox. An Order Guidelines Banner is displayed at the top of the page, providing a descriptive notice outlining order acceptance rules and general supplier guidelines.

[Screenshot: Order Detail Page]

2.2.4 Order Details Tab

The Order Details tab presents core order information in a read-only format. Fields displayed include: Project Full Name, PO Number, Date Received, PO Acceptance Status, Project ID, Project Short Name, Assigned Buyer, Payment Terms, and Guarantee of Proper Performance.

The Order Summary section displays all monetary values in the original currency used by the supplier when the quotation was submitted. If the quotation was submitted in a currency other than PLN, the Order Summary displays those values in the supplier's original currency. No PLN-equivalent values are shown to the supplier.

The Order Fulfillment Status section appears only when at least one delivery record has been confirmed against the order by the GRINEA site receiver or PR Creator. On an order with no recorded deliveries, this section is not displayed. When at least one delivery has been confirmed, the section displays the fulfillment percentage and the quantities completed and remaining.

2.2.5 Primary Documents, Delivery Acceptance Documents, and Order Attachments

The Order Details tab contains three distinct document sections. Each section is populated by GRINEA and is read-only from the supplier's perspective.

Primary Documents

Contains the signed Purchase Order document uploaded by the GRINEA buyer. The supplier can download the signed PO document directly from this section.

Delivery Acceptance Documents

Lists all Delivery Acceptance Documents (DADs) that have been auto-generated against the order. Each DAD corresponds to a confirmed delivery instance recorded by the GRINEA Buyer. The supplier can download each DAD individually, or use the Download All option to retrieve all listed DADs in a single action.

Order Attachments

Lists all additional attachments uploaded against the order by the GRINEA buyer. Each attachment is downloadable individually by the supplier.

2.2.6 Line Items Tab

The Line Items tab displays a read-only table of all line items included in the order. No value in the table is editable by the supplier. The tab provides a reference view of what has been ordered, including item descriptions, quantities, and specifications as determined by the approved quotation.

[Screenshot: Line Items Tab]

2.2.7 Schedule Tab

The Schedule tab displays the delivery schedule for the order, including location cards and delivery details as configured on the internal portal. The schedule information is read-only; the supplier cannot edit delivery locations, dates, or quantities. The tab provides visibility into the agreed delivery timeline so the supplier can plan shipments accordingly.

The Fulfillment History section at the bottom lists every delivery record submitted by the receiving team. Columns displayed: Delivery ID, Date of Fulfillment, Location, Receiver, and Status (Rejected, Partial, or Complete). Expanding a row reveals line item detail including: Expected quantity, Received quantity (zero for rejected deliveries), Rejection reason (where applicable), Reason for partial fulfillment (where applicable), Delivery documents, and Delivery media.

[Screenshot: Schedule Tab]

2.2.8 Accepting an Order

When an order has a Supplier Acceptance status of PENDING, the Accept Order and Reject Order buttons are displayed in the header. To accept an order:

• Open the order detail page for an order with Acceptance Status set to Pending.
• Click the Accept Order button in the page header.
• Confirm the action when prompted.

Once accepted, the Supplier Acceptance status updates from PENDING to ACCEPTED. The acceptance date is recorded and displayed alongside the Supplier Acceptance status on the Order Details tab. The Accept Order and Reject Order buttons are removed from the header and are not displayed again on that order.

The Accepted status is reflected immediately on the internal GRINEA portal. Both the Acceptance Status column on the internal Orders list and the Supplier Acceptance Status field on the internal Order Details tab update to display Accepted with the recorded acceptance date.

[Screenshot: Accept Order – Action and Status Update]

2.2.9 Rejecting an Order

To reject an order, the Supplier Acceptance status must be PENDING and the action buttons must be displayed. To reject an order:

• Open the order detail page for an order with Acceptance Status set to Pending.
• Click the Reject Order button in the page header.
• Enter a Rejection Reason in the field provided. This field is required; the rejection cannot be submitted without a reason.
• Submit the rejection.

If the supplier attempts to submit a rejection without providing a Rejection Reason, the submission is blocked and a validation message is displayed. The status remains PENDING until a valid reason is provided and the rejection is submitted successfully.

Once rejected, the status updates to REJECTED. The Rejection Reason is stored against the order. The action buttons are removed and are not displayed again on that order. The Rejected status and the associated Rejection Reason are visible on the internal GRINEA portal for the assigned buyer.

[Screenshot: Reject Order – Action and Rejection Reason Field]

2.2.10 Inbox Tab

The Inbox tab provides a messaging channel scoped to the individual Order. Supplier users and the assigned buyer communicate through a shared thread that persists throughout the Order lifecycle.

The Inbox tab is only visible once the buyer has sent the Order to the supplier. Once active, any existing conversation from the RFQ stage is copied into the Order Inbox to preserve continuity; the RFQ Inbox is disabled at this point.

The supplier can perform the following actions from the Inbox tab:

• Send messages to the buyer
• Upload attachments
• Download attachments received from the buyer
• View the unread message count

Messages sent by the supplier are immediately visible in the buyer's internal portal Inbox. Replies from the buyer are appended to the same thread.

[Screenshot: Order Inbox Tab]

2.3 Supplier Acceptance Status Lifecycle

Every order in the Supplier Portal carries a Supplier Acceptance status reflecting whether the supplier has responded to the Purchase Order. Once a supplier submits either an acceptance or a rejection, the response is final and cannot be changed from within the Supplier Portal.

#	Status	Description
1	PENDING	The initial acceptance status assigned when the order is sent to the supplier. No response yet submitted. The Accept Order and Reject Order buttons are displayed on the order detail page.
2	ACCEPTED	The supplier clicked Accept Order and confirmed. The acceptance date is recorded and displayed on the Order Details tab. Action buttons are removed. Status and date visible to internal GRINEA users.
3	REJECTED	The supplier clicked Reject Order and provided a Rejection Reason. The rejection reason is stored against the order. Action buttons are removed. Status and reason visible to internal GRINEA users.

3.0 FAQs

Question	Answer
Can I change my response after I have accepted or rejected an order?	No. Once a response has been submitted, it is recorded and the action buttons are removed. The acceptance or rejection is final within the platform. To request a change, contact the assigned GRINEA buyer using the order inbox or their direct contact details.
Why are the monetary values on the Order Summary shown in a currency other than PLN?	The Order Summary displays values in the currency used by the supplier organization when the original quotation was submitted. If the quotation was submitted in a foreign currency, the same currency is shown in the Order Summary. No PLN conversion is displayed to the supplier.
Can I see orders that belong to other suppliers?	No. The Supplier Portal restricts visibility strictly to orders assigned to your own supplier organization. Orders belonging to other organizations are not displayed in the list and cannot be accessed through search or direct URL navigation.
How do I communicate with the GRINEA buyer about a specific order?	Open the order detail page and click the Inbox tab. The Inbox provides a messaging channel scoped to that order. Messages sent by the supplier are visible to the assigned buyer on the internal portal, and buyer replies are visible in the supplier's Inbox tab on the same order.

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