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Setting up supplier acknowledgements and tracking pages

Allow your suppliers to acknowledge your Purchase Orders directly in Zigaflow, and even enter tracking information on dispatch

Zigaflow makes it easy for your suppliers to acknowledge they have received your order and for them to let you know that is has been dispatched with the tracking information you need.
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What your supplier sees

1. Your supplier can see this page where they can acknowledge the order. If they do acknowledge, it will move the PO to the 'Supplier Acknowledged' status

Purchase order acknowledgment page with PDF preview and Acknowledge Purchase Order panel, highlighting the Enter your name field

2. When they are ready to send your order, they can fill in the tracking details on this screen. Upon completion, the PO will automatically be moved to the 'Supplier Dispatched' Status.

Enter Tracking Information page for a purchase order with tracking number, shipper and dispatch date filled, Submit Tracking Information highlighted

Show the statuses in the PO workflow

3. Make sure that both these statuses are visible in the PO's workflow. Click on the Cog

Purchase order screen with Supplier Dispatched status, settings cog icon highlighted in the top-right toolbar

4. Click "Workflows"

Settings menu list with the Workflows option highlighted at the bottom, below Team Settings and Task Types

5. Click "Purchase Orders"

Settings page with the Purchase Orders tab highlighted in the module list, beside the Workflow section and New Lead Workflow button

6. Click "Edit" to change them to 'Show'

Workflows page, Purchase Order Statuses list with the Edit button highlighted at top right to change statuses to Show

7. Click "Save Changes"

Purchase Order Statuses in Workflow settings with Sup Confirmed and Supplier Dispatched rows circled, plus Save Changes button

Add the links to your email templates

8. Add the links to your emails so that supplier can find the pages. Click "Email Templates"

Settings menu with "Email Templates" highlighted, next to the Purchase Orders tab listing statuses like Draft and Sent

9. Click "Purchase Orders"

Email Templates settings with Quotation Email Settings open and the Purchase Orders tab highlighted in the left menu

10. Click to edit the desired email template

Purchase Order Email Settings page with the edit icon highlighted beside the Default template in the Email Templates table

11. Add the variables/tags {ReviewLink} for the acknowledgement page and the {SupplierTrackingPage} for the tracking one. These can be hyperlinks under the text as well as on their own.

Click Save. This will be used when you send your POs from Zigaflow, although make sure you select the email template with these in.

Edit Email Template dialog with {ReviewLink} and {SupplierTrackingPage} placeholders highlighted in the Email Body

Learn more: purchase orders in Zigaflow

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