Allocate products to meet partners’ response

So, your EXP (External Partner) has responded to your offer, what next?

Use the status filter on the main offers table to view all offers with a  status which means they are waiting on your Operating Company’s (OPCO) reply.

Remember that an offer is made up of two parts: firstly the main offer, and secondly the sub offer/s. If you have shared your offer with more than one EXP, you will notice that the main offer has multiple sub offers, one for each EXP. If your offer is just shared with one EXP, the main offer will only contain one sub offer.

Click on the main offer code on the first column from the left to view the main offer. Here, you can view the status of all the sub offers contained within the main offer. Alternately, you can click the pencil icon on the right-hand side to navigate directly to the related sub offer:

When an EXP responds to your offer, you will notice that the sub offer’s status will change from  to either  or . Rejected offers means that the EXP cannot place any stock from the offer.

A  status is your cue to review the EXP’s requests for product; their requested quantities and intended distribution.

Step 1: Review an EXP's response

From the main offer page, select the sub offer you would like to view by clicking the  button:

Scroll down and open the products table to view each line item. Here you can view the quantity requested of each item. Expand the line item using the eye symbol to view where the partner would like to distribute the product. (If they have not added distribution countries or local partners, this will just display the requested quantities of the item).

After reviewing the partner's request, you have several options:

Download the response as a spreadsheet

If your offer contains a large number of line items, it might be helpful to be able to view and edit it using an Excel Spreadsheet. You can download a spreadsheet that contains all information about the product and how the EXP has responded by clicking the  button in the header.

Note: You can filter and use formula within this spreadsheet to obtain additional information about the offer, such as the total financial value of products requested based.

Reply to the partner

You can use the notify button  to ask for additional information from the partner. For example: to request that they enter country or local partner distribution data, to inform them that product is no longer available for offer, or that a key piece information such as expiry date and batch number has changed. You can also use this function to provide additional information to the partner, such as additional information about a product. 

Step Two: Allocate units to meet your partners' request

If you want to allocate units to the partner to meet their request in its entirety, your steps are simple: click , followed by . These buttons are found at the top of the products table. Once you have done so, you can move on to the finalise and notify actions described below.

If you would like to allocate units to the partner but not meet their requested quantities, you will need to enter your reduced quantities into Boaz. A helpful first step can still be to click the  button to enter baseline numbers into the allocation field/s. From this point, you can now reduce each line item as desired. Alternatively, you can opt to not click ‘match all’, and simply review each line item and enter any figure less than the EXPs requested figure as desired. Remember to click save on the item you have edited, or save all at the top of the products table. 

If you no longer want to offer a particular line item to the EXP, you can enter a 0 into the units allocated field. If you no longer want to offer any of the items to the EXP, you should cancel the offer.

Note: You can complete the task by editing a spreadsheet which may be preferable if the offer contains a large number of line items. Use the update offer via spreadsheet function to download a spreadsheet in which you can enter your allocations before uploading the spreadsheet back into the offer using the  button. Remember to click save after you have updated your offer!

Step Three: Finalise and notify

When you have finished entering your allocations, you are ready to progress the offer to the finalisation stage. The  status means that your partner has confirmed they can place and use the product/s they have requested, and that you have agreed to send the allocated units to fulfil their request. Click  in the top left corner of a sub offer page to finalise the offer. Next, click  to inform the partner that the offer has been finalised.  

Cancel an offer

Be aware that you can choose to cancel an offer at any time. For example, if all the product you have shared in an offer is no longer available, you can use the cancel button to inform the EXP that the offer is no longer open to responses.

Alternatively, if your EXP has responded to an offer, but you do not wish to allocate products to them, you can use the cancel function to let them know they will not be receiving any of the product they requested. This can be useful if you have offered the product to multiple EXPs and have allocated all units to one of the EXPs; click  to cancel the remaining sub offers.

Note: You can still cancel an offer in a finalised status but you will first need to release the product from the offer. 

Common allocation questions:

What if I want to allocate units to more than one partner?

Boaz enables you to split a line item between more than one partner. For example: you offer 10,000 units of Product A to EXPs A, B and C. Partner A rejects the offer. Partners B and C both request 10,000 units of the product. In this instance, you have a choice to make: do you assign 10,000 units to one partner? Or do you split them across both partners? Your answer to this decision may depend on various circumstances.

Let’s say you want to split the 10,000 units between the two partner equally: simply edit the units offered field in each sub offer to 5,000 and notify the partner of your intentions. It is prudent to inform the partners of the reduced quantity, as it may be that they have a specific need for 10,000 units, and that receiving only 5,000 units will have follow-on consequences. Alternately, you can choose to allocate all 10,000 units to partner B, and inform partner C that unfortunately, you were unable to meet their request in this instance (follow the steps to cancel the offer).

Note: You can view the quantity requested by each EXP per line item on the Main Offers table. Expand the products table and then click the eye symbol on a line item.

What if a line item is displaying as red?

When you view the products table on a sub offer, you might notice that an item is highlighted as red. This indicates that the product is already contained within a finalised offer and you must therefore check that there are enough units available for the sub offer you are viewing. Click the eye symbol on the line item to see the quantity of units available:

What if Boaz tells me I cannot finalise an offer?

Following the previous scenario, when you try to finalise an offer that contains more units than you have available, you will see an error message that states that you do not have enough quantity available for some of the products in your offer:

If you receive this error message, expand your products table and look for any line items that are highlighted as red. Reduce the quantities offered to match that of your quantities available, save the line item, and now you will be able to finalise the offer.

What if I want to finalise an offer with more units than the EXP has requested?

It is not possible to finalise an offer with more units than the EXP has requested. This is to ensure the offer is needs-based, e.g., if a partner accepts 3,000 units of the 5,000 you have offered; the maximum quantity of units you can allocate to the partner is 3,000. 

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