Order response

Version: Process description SALES005 v1.0

With the order response, the supplier can indicate what he/she is able to deliver. It is presumed that the supplier deliver as per the order, which can be indicated in the order response. Next to this, deviations can be mentioned:

• What cannot be delivered, and how much cannot be delivered;
• Which replacing trade items are to be delivered;
• Information regarding partial deliveries;
• Information regarding the delivery date/time.

1 General playing rules for the order response

• The order response is forwarded before the encompassing despatch advice message and delivery of the goods, even if there has been a delivery 100% per the order;
• An order response can be forwarded up until the moment of despatch advice a despatch advice message;
• The order response is a response to the order, not a modification of the order message. No new order message is sent.
• The order response is a content-specific reaction to an order and does not serve to indicate that the message has arrived at the processing application;
• In the order response, there shall only be references to the original order and not to previous order responses of another message. The most recent order response is leading, previous order responses are thus cancelled.
• With an order response, the supplier checks whether these are in line with the order. The result is mentioned in the first order response. With this, under specific terms, both the number(s), trade item(s), and time slot(s) can be modified;
• The order response is an answer to a (potential) order; the supplier is expected to forward the order response as soon as possible;
• The status ‘still unknown’ means that, in practice, the customer has usually been contacted via telephone to go over the various steps that should be taken. After discussions over the phone, a second order response can be forwarded to confirm the agreements.

1.1 Modification date/time/amount

• Within the bilateral agreements, the supplier can change the delivery date and/or trade item;
• A date that has passed at line-level can be interpreted as delivered. The relevant line is to be included in all order responses, but cannot be changed.

1.2 Replacement trade item

A replacement trade item can be delivered if the requested trade item cannot be delivered, however, separate agreements are to be made:

• Customer and supplier should agree together whether the supplier is allowed to deliver the replacement trade items, and, if so, which trade item(s) this shall be;
• The replacement trade item is meant to be already known with the customer;
• If a replacement trade item has been delivered, the requested amount can be modified if the replacement trade item contains, for example, 12 pieces instead of 24. The planned amount to be delivered shall then be twice the amount;
• With the delivery of a replacement trade item, a (new) order response shall be forwarded;
• Do mind: trade items mentioned on the packing slip and the invoice are not confirm the trade items mentioned on the original order.

2 Status

With the ‘status’, it can be indicated what the modifications are as regards to the original order. This status is indicated in both the headings and the line-level.

Table 1 - Statuscodes on the header

Statuscode	Statusname	Description
4	Modified (= accepted with the modification)	Order is delivered, but with a modification. At line level, all changes are indicated.
12	Not processed (= delivery date/time unknown, re-confirmation follows)	Complete order is delivered, but the delivery date/time of the order is not yet known. In a re-confirmation, this shall be addressed at a later point in time. No line level shall follow from this.
27	Not accepted	The complete order is not accepted. No line level shall follow from this.
29	Accepted without modification	Completely accepted, delivery shall take place at the agreed-upon time. No line level shall follow from this.

With changes at line level, the status in the headings is always ‘accepted with modification’. All order-lines are confirmed, even if a line remains accepted without change. For this, the code ‘accepted without modification’ is used at line level. If the complete order is accepted without modifications, it is sufficient for status in the headings to be ‘accepted without modification’.

Table 2 - Statuscodes at line level

Statuscode	Statusname	Description
4	Order follows, no modification	It is unknown if and/or when delivery shall take place. A new confirmation shall follow as soon as this is known (usually, after consultation via telephone).
5	Accepted without modification	An order line is delivered.
6	Accepted with modification	A modification has been made in an order-line; order-line is delivered, but with a modification.
7	Not accepted	An order-line is not accepted and thus not delivered..