# Review the supplier's proposal, and how to accept, ask for a change or decline

> For the buyer: what to check in the supplier's proposal and how to accept, ask for a change or decline by replying to the seller.

Source: https://vendria.com/en/ajuda/conferir-e-confirmar-a-proposta

## Where to find it

The proposal arrives **through the seller**: usually a PDF they send in the WhatsApp
conversation you already have, or by email. The file carries the proposal number, the
version (v1, v2…) and the date until which it is valid.

If you have access to the supplier's site, the same proposal appears in
**Quotes**, with the status **Awaiting customer approval**. In the list, the
short tag **Waiting for customer** also shows how long it has been waiting
for you.

## How to reply to the proposal

The reply goes **to the seller who sent the proposal**, through the same channel it
came in. There is no accept button for you on the site: the seller is the one who records your
reply in the system.

- **Accept**: say you accept ("go ahead and invoice", "go ahead"). The seller
  records the acceptance, and the order changes to **Confirmed**.
- **Ask for a change**: say what needs to change: quantity, payment terms, one item more
  or less. The seller revises it and sends a **new version**.
- **Reject**: say you won't go ahead. The order changes to **Rejected**.

Reply about the most recent version you received. If a v2 arrived, the v1
is no longer valid.

## What to check before accepting

- **Items and quantities**: each line has code, description, quantity,
  unit, unit price and total.
- **Totals**: with the taxes broken out, when the supplier works that way.
- **Terms**: payment method and terms, freight, expected delivery and your
  purchase order number, when you provided one.
- **Split by branch**: if the order is divided among your units,
  each line shows how much goes to each one.
- **Notes**: what the seller noted down for you.

## An item you ordered that isn't in the proposal

A code you ordered that doesn't exist in the supplier's catalog **doesn't go
into the proposal**. It appears in a separate strip, before the totals, with the notice
that the supplier will get back to you about it, and the totals already leave that item out.

If the list is long, the strip shows the first codes and sums up the rest as
"and N more". If the item matters, ask the seller before accepting: accepting
the proposal means accepting the order **without** it.

## Proposal validity

The proposal is valid until the date printed on it. After that it **expires** and changes to
**Expired**: that day's price no longer applies. To go ahead, ask the seller
for a new version.

## If you opened the proposal through a link

Normally the proposal arrives as a PDF. If you are viewing the proposal on a
page opened through a link, it shows the same document (header with the version and validity, items, totals,
terms and notes) and is for **reading**. The reply still goes to the
seller, as above.

The page also says where the proposal stands:

- **Proposal confirmed**: the order has already been closed.
- **Proposal declined**: it was closed out; if you changed your mind, talk to whoever
  sent it.
- **This proposal is under revision**: the supplier is redoing the proposal, and
  a new version will arrive.
- **This proposal has expired**: it's past its validity; ask for a new version.
- **This proposal is no longer available through this link**: the document went ahead
  another way; ask the seller for the current version.
- **Invalid or expired link**: the link is past its deadline or incomplete; ask
  for a new one.

## Common questions

**I can't find the button to confirm.** There isn't one: the confirmation is your reply to the
seller, and they record it in the system.

**I accepted and the status didn't change.** It changes when the seller records your
acceptance. If it takes a while, confirm with them that the message arrived.

**I got two versions. Which one is valid?** The one with the higher number. The previous one was replaced
when the seller revised the proposal.