Order sent: what happens now

Where to find it

Sending happens in two places, always through the Send for Approval button:

• in the cart, when you finish putting the order together;
• on the page of one of your drafts: an order you saved before and haven't sent yet. You find it in the menu, under Quotes, with the Draft tag.

After sending, you follow everything that happens to the order in the menu, under Quotes, by clicking the order.

What appears on the screen right after sending

Sending from the cart, with products from a single store: the message Order … sent! appears with the number, and Vendria opens that order's page. There is no separate "thank you" screen: the order page is the confirmation and it is also where you follow it from now on.

Sending from the cart, with products from more than one store: the cart becomes one order per store of the supplier. The message says how many orders were sent and lists each one's number and store, and Vendria opens the purchase page, with the orders side by side. See Purchase: when one order becomes several.

If a store was left out for not reaching the minimum amount, the same message says which stores remain in the cart. Their items weren't sent and are waiting for you there.

Sending a draft from its page: Quote sent for approval appears, the page stays open, the Send for Approval button disappears and the order's tag changes to Waiting.

Keep the order number. It's how you and the seller talk about the same document.

The order's status after sending

Right after sending, the order is Waiting: it's with the supplier's seller, who checks price, availability and terms. Sending is not closing: the order hasn't been accepted yet.

From then on the tag changes according to what the supplier does:

• Awaiting customer approval: the seller prepared a proposal and it is waiting for your reply. In the list the short form appears, Waiting for customer. See Review the supplier's proposal, and how to accept, ask for a change or decline.
• Confirmed: the supplier closed the order.
• Exported: besides being closed, the order has already gone on to the supplier's internal system.
• Rejected or Cancelled: the order won't be filled.

The meaning of each tag, including those that appear before sending, is explained in Where I see my orders.

What you can still change after sending

Through the site, nothing. As soon as the order leaves draft, its page becomes read-only for you: there is no button to edit items, change quantity, cancel or resend.

Need to fix something: a quantity, one more item, the delivery address? Talk to the seller who serves your company and give the order number. The seller is the one who changes an order already sent.

What remains within your reach:

• download the order in Export → PDF and keep or forward the file;
• place a new order through the Catalog, if what was missing can go separately.

⚠️ If the seller changes your order after it was sent, the page starts showing the Change record strip, with the total before and after and, collapsed under View the N changes, what came in and what went out. It stays until the order is confirmed, and the X closes it. See Track an order you sent.

Who replies to your order, and how

The order goes to the seller who serves your company at that store of the supplier. They are the one who checks, adjusts and closes it: the site doesn't approve orders on its own.

The reply arrives in two ways:

• on the order's tag, in Quotes: it's the official record, and it is always up to date;
• through the seller, in the conversation you already have: usually on WhatsApp or by email, especially when they send a proposal for you to review.

Confirmation message: what arrives and what doesn't

⚠️ Sending itself doesn't generate any message to you. Not on WhatsApp, not by email. The sign that it worked is the message on the screen and the order page opened right after.

When the supplier confirms or declines, sometimes a message arrives on WhatsApp; it depends on how the order was closed on their end. Don't count on it to know whether the order was accepted: check the tag in Quotes.

When sending is refused

If the supplier has rules for the order, sending from the cart checks each of them and may come back with a message instead of completing. Nothing is saved in that case: fix it and send again.

• Items with invalid quantity: some product is sold only in closed boxes. The message gives the code and the quantity; adjust it to a multiple of the box.
• Order below the minimum amount: the store requires a minimum amount per order, and the message shows the order total and the minimum. Add items.
• Payment terms … are not valid for the total of this order: the chosen terms don't apply to that amount. Change the terms in the cart.

In a purchase with several stores, the message starts with the name of the store that blocked the sending, and none of the orders is created: they all go out together or none does.

Lack of stock doesn't prevent sending. The seller assesses availability afterwards, and their reply comes through the tag or the proposal.

When it goes wrong

I sent it and couldn't find the order: it's at the top of Quotes, which lists from most recent to oldest.

The order page shows "Quote not found" or "Access denied to this quote.": the address you opened isn't one of your orders, or the number in the browser bar was changed. Use Back to orders and open the order from the list.

The Send for Approval button doesn't appear on my order: it only exists on a draft. If the tag already says Waiting or another status, the order has already been sent.