How do I tell if my trading partner has received documents?

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  • Updated 2 years ago
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I sent a time sensitive Advance Ship Notice a few hours ago, and I'm sure if my trading partner has received this document. Is there a way to tell if they have received it?
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FAQ, SPS FAQ

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Posted 6 years ago

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Sarah

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When a document is first sent to your trading partner, it will be found in your Sent folder. Upon initial transmission, the document will be listed in Bold and have an envelope within the Status column. Once the document has been accepted by your trading partner and we have received a Functional Acknowledgement (997) in return the document will become un-bold and the envelope will be replaced with a sheet of paper signifying 'accepted'.

If a document remains in bold for more than 24 hours, it is an indication that we have not received a Functional Acknowledgement (997) from your trading partner. In this case, please contact Customer Operations and we will troubleshoot potential issues.
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Nancy P

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I am having this issue with an invoice that was sent on 6/13, It is still bolded. Is there something I can do? Recreate and resend?
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Hannah, Alum

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Hi Nancy! I am happy to look into this for you. Could you please provide me with your username?
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Hannah, Alum

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Good morning Nancy,

Thank you for your clarifying email. I have tracked out the invoice in question and I see that we did receive a Functional Acknowledgment from Gander Mountain indicating receipt on their end. I have updated the status of the Invoice in your Sent folder so that it is no longer bolded. I apologize for any confusion.

Please let me know if you have any further questions. Have a great day!
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Adrienne H

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I don't understand why it cannot list sent documents other than a PO Acknowledgment for a specific order. That would make it so much easier for vendors to see if trading partners have received ASNs and/or Invoices.
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Hannah, Alum

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Good afternoon Adrienne! ASNs and Invoices should be listed in your Sent folder the same way PO Acknowledgments are. If you are ever unsure if ASNs and Invoices were sent for a particular PO, I encourage you to use Next Steps and then Related Documents from the PO. That will show you all created (saved or sent) documents from that particular Order. Please let me know if you have any other questions!
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Adrienne H

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That is great thank you Hannah! One other question: How will I know if these listed documents have actually been received? For example, I send ASNs but our client has said they did not receive them, even though it is indicated and ASN was sent.
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Hannah, Alum

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If the icon in the sent folder is a blue envelope, that means the document was sent but not received by your trading partner. If it shows an icon that looks more like an open sheet of paper, that means we received a Functional Acknowledgment (or 997) from your trading partner proving receipt.

If there is ever a discrepancy, please don't hesitate to let us know and we can track the specific document out through our system to confirm. Hope that helps!
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Tracie Basarabski

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My document shows it has been sent and acknowledged by my trading partner however, my trading partner does not have record of received my invoice.
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Ryan, Employee

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Tracie,

I would recommend reaching out to our support team at
888-739-3232 to speak to an analyst that can discuss this particular
issue with. They can assist in tracking it through our systems to
determine what may potentially have happened. You would just want to
have the invoice as well as the purchase order number handy to provide.

Ryan Decker
Customer Support Analyst 1