Your customer may need to update an Order that they have already sent you. Instead of creating an entirely new Order, they will often send a Change, also known as a Purchase Order Change, document to you.
Before you can send any return documents, like the Shipment or Invoice, you must first accept or reject the Change that was sent. You will not be able to create any new documents for that Order until all Changes are either accepted or rejected in the order that they were received in.
Before accepting or rejecting a Change, verify the following:
Open the original Purchase Order. If your original Order is in a status of New you will be unable to accept or reject a Change document.
Open the Change and confirm whether or not you are able to accommodate the requested changes.
If you have more than one Change for an Order, make sure that you address the Changes in the order they were received in. Start with the Change you received first and accept or reject them until you reach the one you received most recently.
How to Accept/Reject a Change
To accept or reject a Purchase Order Change in Fulfillment, click on the Change Document ID to view the document.
In the upper right-hand corner of the document there are two icons, a thumbs up and a thumbs down:
Clicking the thumbs-up will accept the Change. Accepting the Change will create a new Order in your Fulfillment account that reflects the changes.
Clicking the thumbs-down will reject the Change. Rejecting a Purchase Order Change makes it so that you can work with the original Purchase Order received. Your Trading Partner is not notified when you reject a Change in Fulfillment, so we suggest you reach out to your purchasing contact to discuss the change further.
Changes that have been accepted will have an updated status of Accepted. Changes that are rejected will have a status of Complete.
Working with Orders That Have Unaccepted or Unrejected Changes
If your Order has a Change document that you have not accepted or rejected yet, you will be unable to create any new return documents, such as an Invoice or Shipment, to send to your customer.
If you find that you are unable to create a return document, and clicking the New button in your Fulfillment workflow gives you an error message of "No Source Document Found" check for any Change documents in your workflow.
You can also check for any related Changes by searching in the Transactions tab and selecting a Document Type of Change and Grocery Purchase Order Change. You can further narrow down your search by adding the Partner and Order Number of the Order you are working with.
Accidentally Accepted or Rejected Changes
If you accept or reject a Purchase Order Change by mistake follow these steps:
Contact your Trading Partner and inform them of the error and verify the best way to update the Purchase Order correctly in their system. This is a necessary step to ensure that your Trading Partner has accurate expectations regarding the fulfillment of your order.
In certain cases, your Trading Partner may allow SPS Commerce to reset the Purchase Order Change. If that is the case, please reach out to SPS Commerce Customer Support using Messenger after confirming with your customer.
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