Where can I find order responses, delivery notes and invoice copies from my vendors?

Order responses, delivery notes and invoice copies from your vendors are called follow-up documents in simple system. They appear automatically on the order they belong to. You do not need to activate anything.

At a glance: the "Documents" column in the order history

Open the Order history. The Documents column shows an icon for each order. Hover over it to see one of three messages:

• Follow-up documents: Documents are available for this order.
• No follow-up documents received yet: Nothing has arrived yet. Documents may follow later.
• Follow-up documents are not supported by this vendor: The vendor has not set up the exchange. No documents will arrive for this vendor's orders.

In detail: the "Follow-up documents" section of the order

1. Open the order in the Order history.
2. The Follow-up documents section lists each document with Document type, Document number, Date received and number of Items.
3. The documents contain further vendor details, such as the vendor order number, invoice number or shipment date.

If nothing has arrived yet, the section shows No follow-up documents available.

The status of each item

The follow-up documents determine the status of each item. The status belongs to the individual item, not to the whole order. Different statuses within one order are therefore normal.

• Awaiting confirmation: The vendor has not yet confirmed the item.
• Confirmed: An order response is available.
• Partially shipped or Shipped: Part or all of the quantity has been shipped.
• Partially invoiced or Invoiced: Part or all of the quantity has been invoiced.

Click View details on the item to open the Order item progress. It shows the expected delivery date, the shipment date and the invoice date. If it says Awaiting remaining shipment, part of the quantity is still to come. A further delivery note will usually follow for it.

Who can see the follow-up documents

You see follow-up documents on every order you can open in the order history. Under My orders these are your own orders. Your colleagues' orders are under All orders. This requires the user permission Can view all orders, which an administrator assigns. Orders from your ERP system in the ERP generated orders tab also show follow-up documents.

What to do if no documents arrive

1. Check the Approval status column. If it shows Waiting for approval, the order has not reached the vendor yet. No documents can be expected yet.
2. Check the message in the Documents column. With No follow-up documents received yet, the documents may still follow.
3. With Follow-up documents are not supported by this vendor, waiting will not help. Ask your vendor to activate the follow-up document exchange in their portal. The decision lies with the vendor. There is no setting for this in your account.
4. If individual documents are missing or nothing arrives for a long time, contact the vendor directly. You will find their contact details under Vendors.

Good to know

• To see which vendors support follow-up documents, go to Vendors and use the Capabilities filter with the option Follow-up documents.
• The invoice copy does not replace the invoice. You will continue to receive it from the vendor in the usual way.
• Missing follow-up documents do not mean that the order has not arrived.
• The statuses under Deliveries & Payments do not come from follow-up documents. Your company records delivery and payment there itself.

In short: The Documents column shows whether documents exist. The order details show the documents and each item's status. If nothing arrives, contact your vendor.