Suppliers are not your employees. They will not download an internal APP to settle, and they will not follow a brand official account. They need: see new POs, confirm a date, match quantities after ship, leave a note on a variance. Email spreadsheets and WeChat screenshots break when people change. Why email is not enough. See Why suppliers cannot live on emailed spreadsheets. A mini program as main entry is usually a better fit than an APP. See Mini program or APP as the main entry.
| PO | SKU / qty | Ship | Receive | Settle |
|---|---|---|---|---|
| PO-24091 | A-1042 × 200 | 200 · tracking sent | 200 | Confirmed |
| PO-24092 | B-2201 × 80 | 80 | 76 (short 4) | Needs note |
| PO-24093 | C-009 × 40 | — | — | Awaiting accept |
Illustration: variance rows must light up so both sides talk about the same row—not each send an Excel.
Accept should be light: open, see the date, confirm or change the promise date. Ship fills quantity and tracking. The settlement page only shows open and variance rows—one tap to confirm or submit a note. Do not stuff an enterprise portal with news and points. After a store orders from HQ and a supplier ships direct, status should still appear on this sheet so you do not get three numbers. See How to design store redemption and reordering.
Isolate accounts by supplier. Write the settlement cycle on the page
Each supplier sees only their own orders. Settlement cutoff, invoice rules and how shorts are handled live at the top of the settlement page—not only in a buyer’s mouth. Disputes leave a timestamp so finance can match at month end. Do not make the supplier side an expired H5 link. See Is H5 enough on its own. Training is one page: scan in, awaiting accept, settlement variance. DaXi will align PO fields with the sheet you already use—not make suppliers learn a new glossary. To open a supplier side, go to the Apps & Mini Programs and bring how you pass sheets today. Why work has to happen on the phone. See Why work has to happen on the phone.
Settlement columns must match the fields finance already uses: number, SKU, PO qty, ship qty, received qty, variance reason, confirmer. If columns miss, suppliers keep another Excel. Variance rows must allow attachments: delivery-note photos, damage shots. No attachment slot and the note returns to email. What purchasing sees in the back office must be the same sheet—not one on mobile and one in ERP. Multi-end, one logic. See Why one back office keeps multi-end data from forking.
Accept reminders can be SMS or a service notice. Do not build suppliers an APP. They come in a few times a week. Install willingness is near zero. Print a mini-program code on the PO. That beats another “please download” email. If nobody opens it, diagnose entry and login. See Launched, unused: how to diagnose.
Amount permissions, short status and a locked sheet decide whether suppliers will go live
Do not expose price and terms to a warehouse account. Who in the supplier company can see amounts versus who can only fill ship qty must be split. Messy permissions and they refuse to go live. Shorts, defects and reships need status—not a remark that says “a bit short.” The settlement sheet is a work tool, not a backup of chat. Lock the sheet when the cycle ends. If numbers can still change after cutoff, finance will reconcile the same sheet three times. After lock, use a written change—not another edited cell.
A new supplier’s first visit walks one small order through accept, ship and settle. If that path fails, do not roll it to every PO or variances explode together at month end. Purchasing weekly only talks variance rows in the system. No more attachment sheets.