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Confirming an Order and Reporting Shipments in Axya

This article explains how suppliers can confirm a Purchase Order received through Axya, propose revisions if needed, and report shipments (partial or complete) once items are sent.

Confirming a Purchase Order in Axya

When a customer sends a Purchase Order through Axya, you will receive an email containing:

  • The buyer’s name
  • The company name
  • The Purchase Order number
  • A link to the Axya platform
  • A link to the PO PDF
  • A PDF copy attached to the email

From this email, you can access the order page in the platform.


The page includes:

  • Customer company
  • Requested delivery date
  • PO PDF
  • Order items
  • Quantities
  • Prices
  • Delivery dates

Option 1 — Confirm the order through the platform

If the order details are correct:

  1. Click Confirm Order.
  2. Add a message if needed,(tracking information) 
  3. Attach your official Order Confirmation PDF (optional).
  4. Click Confirm.



Proposing changes to the order

If adjustments are required, you can propose revisions directly from the order page.

Changing a quantity

  1. Click the pencil icon next to the quantity.
  2. Enter the proposed quantity.
  3. The change will appear in action panel on the right.  

Example:
If items are sold in packs of 20, you may propose 20 instead of 5.

Changing a price

  1. Click the pencil icon next to the price.
  2. Enter the new proposed price.
  3. Again the change will appear in the action panel on the right.



Changing the delivery date

You can modify delivery dates:

Per item

  1. Click the calendar icon.
  2. Select the new proposed delivery date.

For the entire order

  1. Select all items using the checkbox.
  2. Apply a global delivery date change in the action panel on the right.

Submitting revisions

Before submitting:

  1. Review the proposed actions in the action panel.
  2. Add a message if necessary.
  3. Attach your Order Confirmation PDF (optional).
  4. Click Confirm.

The revision request will be sent to the buyer for approval.

Option 2 — Confirm by replying to the email

You can confirm the order by replying directly to the email notification.

Steps:

  1. Click Reply.
  2. Do not change the recipient address.
  3. Keep the same email subject.
  4. Add your message.
  5. Attach your Order Confirmation PDF.
  6. Send the email.

Axya will automatically route the confirmation to the correct order.

Option 3 — Send confirmation to the dedicated address

You can also send confirmations to:

engineering@axya.co

This option is useful for:

  • ERP systems
  • automated confirmations

Steps

  1. Create a new email.
  2. Send it to engineering@axya.co.
  3. Include the Purchase Order number in the subject.
  4. Add your message.
  5. Attach your Order Confirmation PDF.
  6. Send the email.

⚠️ Important:
The PO number must appear in the subject line so Axya can match the confirmation to the correct order.

You can also use the address in your automated system. 

Reporting Shipments in Axya

Once items are shipped, you can report the shipment directly in the platform.

Marking items as shipped

  1. Select the items that were shipped.
  2. Click Mark as Shipped.
  3. Enter the quantity shipped.
  4. Confirm the shipped date
  5. You can write tracking information 
  6. Click confirm

Partial shipments

If the shipment is partial:

  1. Enter the quantity shipped (e.g., 10 of 15).
  2. Provide the next expected delivery date.
  3. Enter the shipment date.
  4. Add tracking information if available.
  5. Click Confirm.

Full shipment

If the entire order is shipped:

  1. Select all items.
  2. Click Mark as Shipped.
  3. Confirm the shipment date.
  4. Add tracking information if needed.
  5. Click Confirm.

The order will then be updated as shipped in Axya.

Updating a delayed order

If an order is delayed, you can:

  1. Change the promise date (refer to order confirmation section)
  2. Confirm shipment (refer to previous section) 

This ensures the buyer is informed about the updated delivery timeline.

If you have any additional question please contact us at customerservice@axya.co