# Accept or Reject a PO

When a buyer issues a Purchase Order, you must log in to the Supplier Portal and formally accept or reject it before a delivery can be submitted.

URL: https://www.procureflow.ai/docs/supplier-portal/accept-reject-po



<Callout type="info" title="Who can use this?">
  Available to <GuideRole>Supplier</GuideRole> contacts only. Buyers manage purchase orders through the main ProcureFlow dashboard.
</Callout>

<Steps>
  <Step>
    Log in to the Supplier Portal [#log-in-to-the-supplier-portal]

    Open the Supplier Portal link shared with you. Enter your email address and click **Continue**. A 6-digit one-time password (OTP) will be sent to your inbox.

    <GuideScreenshot src="/docs/screenshots/supplier-portal/accept-reject-po/01.png" alt="Enter your registered email address to receive a one-time password." caption="Enter your registered email address to receive a one-time password." />
  </Step>

  <Step>
    Enter the one-time password [#enter-the-one-time-password]

    Check your email for a 6-digit OTP. Enter each digit in the boxes shown and click **Verify OTP**. The code expires after a few minutes; use **Resend OTP** if needed.

    <GuideScreenshot src="/docs/screenshots/supplier-portal/accept-reject-po/02.png" alt="Enter the 6-digit code sent to your email. Each code can only be used once." caption="Enter the 6-digit code sent to your email. Each code can only be used once." />
  </Step>

  <Step>
    Review the Purchase Order [#review-the-purchase-order]

    The PO detail page shows the order summary, line items, unit prices, and payment terms. If an **Action Required** banner appears at the top, the buyer requires you to formally accept or reject this PO before a delivery can be submitted.

    <GuideTip>
      **Tip:**

       Check all line items, quantities, and prices carefully before accepting. Once accepted, the PO is a binding commitment.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/supplier-portal/accept-reject-po/03.png" alt="The Action Required banner means the buyer has enabled PO acknowledgement. The Submit Proof of Delivery button is disabled until you accept or reject." caption="The Action Required banner means the buyer has enabled PO acknowledgement. The Submit Proof of Delivery button is disabled until you accept or reject." />
  </Step>

  <Step>
    Accept the Purchase Order and set delivery dates [#accept-the-purchase-order-and-set-delivery-dates]

    Click **Accept** on the Action Required banner. A dialog lists all line items. For each item, select an **Estimated Delivery Date** using the date picker. Use *Set all delivery dates* to apply the same date to every item at once. When all dates are filled the **Accept** button becomes active.

    <GuideScreenshot src="/docs/screenshots/supplier-portal/accept-reject-po/04.png" alt="Left: the dialog before dates are entered. Right: all dates filled in and the Accept button is now active." caption="Left: the dialog before dates are entered. Right: all dates filled in and the Accept button is now active." />
  </Step>

  <Step>
    Confirm the accepted status [#confirm-the-accepted-status]

    After clicking Accept, the dialog closes and the page refreshes. The **Purchase Order Accepted** badge replaces the Action Required banner, and the **Submit Proof of Delivery** button is now active. The buyer is notified automatically.

    <GuideTip>
      **Tip:**

       You can now proceed to submit a goods receipt and invoice. See the guide: 

      *Create Goods Receipt & Upload Invoice*

      .
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/supplier-portal/accept-reject-po/05.png" alt="The PO is now accepted. The Submit Proof of Delivery button is active and ready to use." caption="The PO is now accepted. The Submit Proof of Delivery button is active and ready to use." />
  </Step>

  <Step>
    Reject the Purchase Order [#reject-the-purchase-order]

    If you are unable to fulfil the order, click **Reject** on the Action Required banner. A confirmation dialog will appear showing the PO reference. Click **Reject** to confirm. The buyer will be notified and the PO will be marked as rejected.

    <GuideTip>
      **Tip:**

       Contact the buyer directly to explain your reason for rejecting, so they can reissue a revised PO if needed.
    </GuideTip>

    <GuideScreenshot src="/docs/screenshots/supplier-portal/accept-reject-po/06.png" alt="Left: click Reject on the Action Required banner. Right: confirm the rejection in the dialog." caption="Left: click Reject on the Action Required banner. Right: confirm the rejection in the dialog." />
  </Step>

  <Step>
    Confirm the rejected status [#confirm-the-rejected-status]

    After confirming, the dialog closes and the page refreshes. The **Purchase Order Rejected** badge replaces the Action Required banner. The Submit Proof of Delivery button remains disabled. The buyer is notified automatically.

    <GuideScreenshot src="/docs/screenshots/supplier-portal/accept-reject-po/07.png" alt="The PO is marked as rejected. The buyer will be notified and may issue a revised order." caption="The PO is marked as rejected. The buyer will be notified and may issue a revised order." />
  </Step>
</Steps>