Turn the quantities you decided in the Material Planner into a purchase order, and post the receipt when the material arrives. The supplier answers from a link, without an account in Go4.
Before you start
| What you need | Detail |
|---|---|
| Data at hand | The quantity to buy per material, the date you need the supplier’s answer by, and the location the material will arrive at. |
| Already in the app | A Production Run whose material rows show “Net to buy” above zero, and a supplier with a price on each material you are buying. |
| Where to start | “Production” → “Material Planner” → the Production Run |
Order the material and post the receipt
- 1On the material row, click “Decide”. The panel opens with the run’s demand, the stock you hold and the supplier’s minimum.
If… Choose… This changes… One of the scenarios matches what you want to buy “Use” next to that scenario The quantity, the buffer and the reason come from the scenario You are buying a quantity of your own Type it into “Order quantity” Go4 warns you when the amount falls below the supplier’s minimum - 2Click “Save decision”. The line moves to the “Purchase orders” card next to the table.
- 3Create the draft order from the decided lines.
If… Choose… This changes… You are buying everything decided for one supplier “Create” next to the supplier The draft opens with every decided line of that supplier You are buying part of what is decided Tick the lines, then “Create purchase order” The draft opens with the ticked lines only One order covers one supplier and one currency, so a basket with two currencies opens two drafts. - 4Correct the quantities and prices in the “Lines” table of the draft, and set the supplier’s terms — for example “Payment terms” and “Requested delivery”.
- 5Click “Send to supplier”, tick the recipients and set “Reply by”.Warning“Send order” freezes the order as revision 1 and creates the supplier’s link, but it sends no e-mail. Keep “Email with a secure link” on — that switch is what creates the link.
- 6Click “Send order”, then copy the address from “Partner access” → “Link” and send it to the supplier yourself. The supplier opens the order, confirms it or proposes changes, and announces the shipment — as far as “Supplier can” allows.
- 7When the shipment arrives, click “Post receipt”, type the counted quantity into “Received”, pick the “Location” and click “Post receipt” in the panel.ImportantAccepted quantity goes on the shelf at that location. A quantity you reject needs a “Reason” and opens a claim with the supplier.
Check the result
In “Production” → “Material Orders” the order reads “Received”, and the material stands at the location you picked in “Stock” → “Material Inventory”.
Other situations
Answer the supplier’s proposed changes
Use this when the order says the supplier proposed changes, for example “Lusomalha Knits proposed changes on 2026-09-17 — 2 of 2 lines”.
- 1Click “Review changes”. The panel puts the supplier’s answer next to what you requested.
“Supplier proposes” stands next to your own value, line by line. - 2Answer the proposal.
If… Choose… This changes… The supplier’s values suit you Leave “Accept” in “Your decision” and click “Accept 2 changes” The order moves to “Confirmed” with the supplier’s values You want a value of your own Close the panel and type it into “Requested” or “Unit price” The save bar opens, and the order goes back to the supplier as the next revision
Change a sent order before the supplier confirms it
Use this when the quantity or the price has to change after you sent the order.
- 1Change a quantity in “Requested” or a price in “Unit price”. The cell keeps the old value under it, and a bar reads “1 change · revision 2 not sent to Lusomalha Knits”.
The order the supplier reads stays at revision 1 until you send the new one. - 2Click “Send revision 2” in the bar, write the reason the supplier will read into “Message”, and click “Send revision 2” in the panel.
- 3Send the supplier the link again. It shows revision 2 with your reason and the previous values.
Cancel an order the supplier will not deliver
Use this when nothing from the order has arrived and nothing will.
- 1Click “Cancel order” in the order’s three-dot menu and confirm with “Cancel order”.ImportantThe order reads “Cancelled”, its quantity leaves “on order”, and the Material Planner counts the material in “Net to buy” again.
If it does not work
| What you see | Why | What to do |
|---|---|---|
| Quantities, prices and the supplier’s terms take no new value | The supplier confirmed the order, so from “Confirmed” those fields are read-only. | Cancel or close the order and place a new one. Internal fields — “Supplier order ref”, “Purpose”, “Delivery notes”, “Internal notes” — stay editable. |
| “Accept” in the review panel stays inactive | The order carries changes you have not sent yet, so accepting would mix two versions. | Send the revision from the save bar, or click “Discard changes” there. |
| The order says “confirmed revision 1 — N unsent changes cannot be sent” | The supplier confirmed while you were editing. | Click “Discard” in the alert. What the supplier confirmed does not change; a new quantity needs a new order. |
| “Cancel order” fails with “Part of this order is already received” | Some quantity has arrived, so the order carries stock. | Close the order instead — “Close order” in the three-dot menu. |
| The supplier does not announce the shipment | “Supplier can” did not include announcing shipments when you sent the order. | Post the receipt yourself when the material arrives. |
Related tasks
Docs
- Read the Material Planner — where the quantity on this order comes from, and what the scenarios mean.
- Material stock and lots — where the material you received stands, and how it reaches a Production Run.